Workflow Management Officer

About the Role and Matic

Matic Group is a progressive and diversified transport and logistics company committed to safety, teamwork, customer focus, and exemplary performance. Established as a market leader in transport service solutions, Matic Group draws its strength from its people, its customer-centric approach and a strong determination to succeed.

Due to increased operational demand and the need to strengthen workflow capability, we are seeking a well-organised Workflow Support Officer to join our Mining Services team on a full-time basis - based in Bibra Lake. This role manages a high volume of daily invoice exceptions and enquiries, including complex issues that require regular follow-up and collaboration with multiple stakeholders to close out successfully.

Reporting to the Mining Services Lead, the Workflow Support Officer partners with accounts payable and operational teams by managing invoice discrepancies, investigating exceptions that fail automated checks, resolving vendor disputes and maintaining oversight of multiple open items across the workflow. Many matters require coordination across multiple stakeholders with resolution timeframes varying depending on input from others. Success in this role relies on consistency, attention to detail and strong follow-through.

Key Responsibilities

• Review and manage disputed vendor invoices that cannot be paid due to missing receipts (e.g. SAP GR/IR issues) or incomplete supporting documentation.

• Liaise with internal warehouse, procurement, and operations teams, as well as external vendors, to follow up on missing proof of delivery (POD), receipting, and dispute information.

• Monitor workflow queues and take ownership of items that remain open or unresolved for extended periods.

• Maintain accurate notes, status updates, and escalation records within SAP and workflow portals to ensure visibility and continuity.

• Identify recurring discrepancy themes and support process owners in reducing avoidable delays over time.

Communicate professionally and persistently with stakeholders, maintaining positive working relationships even where progress is incremental.

Ideal Candidate

• Strong attention to detail with the ability to track numerous open items at varying stages of resolution.

• Comfortable working in environments where follow-ups are ongoing and outcomes are not always immediate.

• Experience with ERP systems; SAP experience preferred but not essential.

• Clear and professional communicator, able to engage constructively with both internal teams and external vendors.

• Experience in Accounts Payable, finance administration, or workflow / dispute resolution roles preferred but not essential.

What We Offer

• Competitive salary package

• Stable, process-driven role within a large operational environment

• Supportive team culture with clear structure and expectations

• Opportunity to contribute to continuous improvement across finance workflows and vendor engagement