Career Opportunity | Accounts Payable Officer
Total Air – HVAC & Air Conditioning
Total Air is looking for an organised and proactive Accounts Payable Officer to become an integral part of our finance team. This role is ideal for an experienced accounts professional who enjoys working in a dynamic trade services environment and takes pride in accuracy and efficiency.
Reporting into the finance function, you will manage the end-to-end accounts payable process, ensuring supplier invoices are processed promptly, reconciliations are completed accurately, and payment schedules are maintained in line with company policies. Your attention to detail and ability to meet deadlines will support our service, installation, and project operations across the business.
We're seeking someone who is reliable, solutions-focused, and confident working both independently and as part of a collaborative team. Experience within HVAC, construction, or trade-based industries will be highly regarded.
This is a great opportunity to join a growing company where your contribution is valued and where there is scope to further develop your skills in a supportive environment.
Key Responsibilities
The role will involve a broad range of accounts payable and finance support duties, including:
* Establishing and updating supplier accounts, ensuring all details — including banking information — are accurate and properly recorded
* Validating supplier bank details through direct confirmation prior to payment processing
* Coordinating and processing new supplier onboarding documentation
* Reviewing invoices to ensure correct pricing, quantities, and supporting documentation
* Reconciling invoices against approved Purchase Orders and Work Orders
* Allocating invoice costs to the correct project or job within Servicem8
* Securing appropriate internal approvals before transferring invoices to Xero for payment
* Monitoring payment schedules and confirming invoice due dates are correctly entered in Xero
* Reconciling supplier statements to ensure all transactions are captured and accounted for
* Preparing and issuing payment remittance notifications to suppliers
* Handling accounts-related enquiries and assisting with follow-up of outstanding receivables
* Reviewing, processing, and reimbursing employee expense claims in accordance with company policy
* Maintaining accurate and up-to-date supplier master data
* Performing regular account and statement reconciliations
* Assisting with month-end close by supplying documentation and supporting journal entries
* Producing aged payable reports and contributing to financial reporting requirements
* Proactively identifying opportunities to enhance efficiency and strengthen financial controls
Skills & Attributes
To succeed in this role, you will bring:
* A strong working knowledge of accounts payable processes and fundamental accounting practices
* Hands-on experience using Xero
* Exceptional accuracy in data entry, with careful attention to GST, coding, and cost allocations
* Confident numerical skills and the ability to perform calculations accurately
* The ability to develop and maintain positive working relationships with suppliers and internal teams
* Well-developed organisational skills, with the capacity to manage competing priorities and meet deadlines
* A high level of attention to detail and commitment to quality
* Clear, professional communication skills, both written and verbal
* A team-oriented mindset and willingness to collaborate across departments
* Intermediate proficiency in Microsoft Excel and accounting systems
* Initiative and confidence to follow up outstanding invoices with Project Managers and suppliers when required
* A proactive, positive attitude with a genuine willingness to expand your skill set
Qualifications & Experience
The successful candidate will have:
* At least three years' accounting experience within Australia, ideally in construction, HVAC, or trade services environments
* A sound understanding of core accounting principles, taxation requirements, and financial reporting standards
* Demonstrated proficiency in Xero
* The ability to work autonomously, manage priorities, and consistently meet deadlines
* Full and unrestricted Australian working rights (essential)
About Us
Total Air, based in Osborne Park, is a family-owned and operated business proudly serving the HVAC and air conditioning industry. With a strong focus on quality, reliability, and personalised service, we provide heating, cooling, and ventilation solutions for both residential and commercial clients.
At Total Air, we value integrity, teamwork, and continuous improvement, creating an environment where both our clients and our employees can thrive.