Expenses Administrator

Are you a detail-driven finance or payroll professional looking for your next challenge? 

We are looking for an Expenses Coordinator to join our People Experience team to process the end-to-end employee expense process.

In this newly created role, you’ll ensure expense claims are processed accurately, on time, and in strict alignment with company policy and HMRC regulations. Working closely with our People Experience and Finance teams as well as colleagues across the wider business you will play a key role in delivering an efficient service, advising employees, and driving continuous improvement in our financial controls.

What the Role Will Involve

• End-to-End Expense Processing: Review and approve claims, manage manual expenses, process overseas travel advances, and execute bi-weekly payment runs (including BACS payment files).
• Expense Advance Management: Routinely track, audit, and reconcile active advance accounts to maintain balance sheet integrity and guarantee accurate reporting. 
• Employee & Stakeholder Support: Act as the first point of contact for escalated expense queries, providing clear advice on policy while investigating and resolving complex or disputed claims.
• Compliance & Financial Controls: Ensure all processing strictly adheres to HMRC rules and internal financial controls, including monitoring, reconciling, and offsetting outstanding expense advances before payment runs.
• System & Data Administration: Maintain accurate employee records within the expense system and produce general ledger reports to assist Finance with month-end reconciliations.
• Process Improvement: Collaborate cross-functionally to refine workflows and enhance the overall employee experience.

What You’ll Need to Succeed

• Expense Background: Proven experience processing complex employee expenses or working in a similar finance, payroll, or shared services administration role.
• Regulatory Knowledge: A solid practical understanding of HMRC expense rules and statutory regulations.
• Attention to Detail: Excellent numerical capabilities with high accuracy in processing sensitive financial data.
• Organisation & Agility: Strong time-management skills with the ability to prioritize high-volume workloads and hit strict deadlines in a fast-paced environment.
• Customer-Focused Communication: Excellent verbal and written communication skills across multiple channels (Teams, email, phone) with a helpful, service-oriented mindset.
• Software Literacy: Proficiency in Microsoft Office (especially Excel) and familiarity with Google Workspace.