AR Invoicing Specialist / Invoice Coordinator

Department: Accounts Receivable / Invoicing

Shift Timing: 6:30 AM to 3:30 PM

Position Summary:

We are seeking a skilled AR Billing Specialist / Invoice Coordinator with experience in billing, invoicing, payroll processing, and general accounts support. This blended role involves handling invoice generation, payroll tasks, data verification, and customer coordination using Xero and internal systems, primarily supporting logistics operations.

Key Responsibilities:

Billing & Invoicing:

• Prepare and issue customer invoices based on job data and contract rates (piece/hourly/custom) accurately and on time.
• Verify rate applications as per customer agreements.
• Use Xero to draft, send, and track invoices.
• Collaborate with internal operations and accounts teams to ensure smooth and accurate invoicing processes and resolve discrepancies and improve processes
• Maintain accurate financial records and update client accounts.
• Verify data entry for accuracy, including invoice matching, coding, and approvals.

Payroll Processing:

• Support weekly payroll processing for operational team and ensure compliance with internal policies and as per the award/agreements.
• Validate attendance, job sheets, and performance-linked pay structures.
• Coordinate with HR and finance teams to ensure accuracy and timely disbursal.

Recordkeeping & Reporting:

• Maintain accurate billing, payroll, and payment records in Xero and internal systems.
• Generate regular reports on invoice status, payments, payroll, and adjustments.
• Assist with audit documentation and financial reconciliations.
• Support the finance team in process standardization and compliance.
• Assist with internal audit preparation and provide necessary documentation as and when required by the management team.

Qualifications, Key Skills and Attributes:

• 3+ years of experience in billing, accounts receivable, or payroll (logistics sector preferred).

• Proficiency in Xero and MS Excel.

• Solid understanding of invoice structures and payroll calculations.
• Sound knowledge of accounting principles and practices
• A degree in accounting, finance, or commerce preferred.
• Strong attention to detail and commitment to accuracy.
• Must have good communication, listing skills to liaise with clients, internal managers and the team
• Proactive and solution-oriented approach with problem-solving skills.
• Excellent organizational skills with the ability to manage multiple tasks and deadlines.

Preferred Experience:

• Exposure to containerized logistics or manpower billing environments.
• Experience in blended roles involving both invoicing and payroll responsibilities.
• Familiarity with rate-based calculations, including piece rate, hourly, and custom structures.
• Proven experience in end-to-end payroll processing.
• Strong proficiency in Employment Hero (essential).
• Excellent attention to detail and ability to handle sensitive information confidentially.
• Strong communication and problem-solving skills.