Billing and Payments Enquiries Administrator

Position Summary:

The Billing and Payments Enquiries Administrator supports the Recycling business by processing vendor invoices, resolving billing and payment enquiries, and maintaining accurate financial records.

The role works closely with internal teams, vendors and customers to investigate and resolve discrepancies, support timely payments, and improve business processes. This position contributes to accurate financial outcomes and a positive stakeholder experience.

Key Responsibilities:

Accounts Payable:

• Process inbound freight invoices in SAP.
• Validate charges against approved pricing and supporting documentation.
• Respond to vendor enquiries and payment queries.
• Investigate invoice discrepancies and work with stakeholders to resolve them.
• Prepare debit and credit adjustments where required.
• Monitor invoice automation tools and escalate issues.

Customer Billing and Payment Enquiries:

• Respond to customer billing enquiries and disputes by email.
• Investigate Container Deposit Scheme (CDS) payment enquiries and discrepancies.
• Process customer credits and billing adjustments.
• Review vendor RCTI enquiries.
• Review and approve debit notes and adjustments.
• Liaise with internal stakeholders to resolve issues.

Process Improvement and Reporting:

• Identify opportunities to improve processes and reduce manual work.
• Maintain process documentation and work instructions.
• Prepare reports, analysis and reconciliation activities.
• Support the Team Leader with ad hoc activities.

Key Challenges:

• Managing complex vendor accounts and reconciliations.
• Resolving disputes while maintaining strong stakeholder relationships.
• Ensuring accuracy and efficiency in billing processes.

Key Relationships:

Internal Stakeholders:

• National Administration Team Leader
• VR Master Data
• Sales
• Vendor Coordination Team
• Weighbridge Control

External Stakeholders:

• Vendors
• Visy Credit Services

Key Requirements:

Mandatory:

• 2+ years of experience in accounts payable, billing, finance administration, or a similar transactional finance role.
• Experience processing high volumes of transactions while maintaining accuracy and meeting service level requirements.
• Experience investigating and resolving billing, payment, or account discrepancies.
• Intermediate to advanced Excel skills, including data analysis, reconciliations and reporting.
• Experience responding to customer or vendor enquiries.
• Demonstrated ability to identify root causes, recommend corrective actions, and contribute to process improvement.

Desirable:

• Experience working within a shared services or centralised administration environment.
• Experience using ERP systems such as SAP.
• Experience in manufacturing, logistics, recycling, waste management, or a related industry.
• Experience supporting billing, rebates, credits, or customer account management processes.

Skills:

• Strong knowledge of accounts payable, billing and financial administration processes.
• Ability to investigate and resolve billing, payment and account discrepancies.
• Strong analytical skills with the ability to interpret data and identify trends or root causes.
• Proficiency in Microsoft Excel and business systems used for transaction processing and reporting.
• Excellent attention to detail and commitment to data accuracy.
• Strong organisational skills with the ability to manage competing priorities and meet deadlines.
• Effective problem-solving skills and a proactive approach to issue resolution.
• Strong written and verbal communication skills.
• Ability to build positive working relationships with internal and external stakeholders.
• Commitment to continuous improvement, teamwork and delivering high-quality customer service.