Expenses Assistant

United Infrastructure Group; Warrington; Hybrid; GBP 21,000 - 26,000; Full time

Job summary

United Infrastructure Group in Warrington is seeking an Expenses Assistant to manage employee expense claims submitted via Continia Expenses, ensuring accuracy, policy compliance and timely processing across payroll and finance teams.

You will review receipts, assist with coding and VAT treatment, and prepare reimbursements while supporting month-end reconciliations within our Finance Shared Service Centre. Strong Excel skills and clear communication are essential.

Qualifications

• Experience in finance administration or expenses processing.
• Strong understanding of financial controls and data accuracy.
• Proficient with Microsoft Excel and other Office applications.
• Desirable: experience with Continia Expenses or ERP systems and VAT knowledge.

Responsibilities

• Process employee expense claims via Continia Expenses.
• Ensure all claims have receipts and policy compliance.
• Assist with month-end reconciliations for expenses and card transactions.
• Provide user guidance and training on expense processes and policies.
• Support system administration and data accuracy in expense master data.

Skills

Finance administration

Accounts payable

Excel proficiency

Customer service

Attention to detail

Communication skills

Deadline driven

Education

GCSEs including Maths and English

AAT qualification desirable

Tools

Microsoft Excel

Outlook

Dynamics 365/ERP systems

Business Central

Job description

## Expenses AssistantApply: Warrington - Clearwater 4: Full time: Posted Today: JR101678# Role PurposeThe Expenses Assistant is responsible for the efficient administration of employee expenses through the Continia Expenses platform. The role supports colleagues across the business, ensuring expense claims are processed accurately, in line with company policy and agreed service levels.Working closely with employees, managers, payroll, finance and system administrators, the Expenses Assistant will help maintain a compliant, customer-focused and efficient expense management service.# Key Responsibilities## Expense Processing· Review and process employee expense claims submitted through Continia Expenses.· Ensure claims are supported by appropriate receipts and documentation.· Verify coding, project allocations, VAT treatment and policy compliance.· Monitor expense workflows and ensure claims progress through approval stages.· Prepare approved claims for reimbursement in accordance with payment schedules.## Compliance and Controls· Ensure all expense claims comply with company Travel and Expenses Policies.· Identify policy breaches and escalate exceptions where appropriate.· Validate receipts, mileage claims and supporting documentation.· Support audit requirements through accurate record keeping and document retention.· Assist with month-end reconciliations relating to employee expenses and corporate card transactions.## User Support· Act as the first point of contact for employee and manager queries relating to expenses.· Provide guidance on the use of Continia Expenses and company policies.· Support users with claim submissions, corrections and approval issues.· Assist in delivering user guidance, training materials and FAQs.## System Administration· Support the maintenance of user access and approval hierarchies within Continia Expenses.· Assist with testing and implementation of system enhancements and process improvements.· Monitor system issues and liaise with IT and system providers where required.· Support data cleansing and the accuracy of expense-related master data.## Reporting and Process Improvement· Produce regular reports on claim volumes, processing times and outstanding approvals.· Identify trends and recurring issues and recommend process improvements.· Support continuous improvement initiatives within the Finance Shared Service Centre.· Help maintain process documentation and work instructions.# Skills and Experience## Essential· Previous experience in a finance administration, accounts payable or expenses processing role.· Good understanding of financial controls and data accuracy.· Strong attention to detail and ability to work with large volumes of transactions.· Excellent customer service and communication skills.· Proficient in Microsoft Excel, Outlook and other Microsoft Office applications.· Ability to prioritise workload and meet deadlines.## Desirable· Experience using Continia Expenses.· Experience working within Business Central, Dynamics 365 or a similar ERP system.· Understanding of VAT requirements relating to expense claims.· Experience within a Shared Service Centre environment.# Personal Attributes· Organised and methodical.· Customer-focused with a proactive approach.· Strong problem-solving skills.· Able to work independently and as part of a team.· Positive attitude towards change and continuous improvement.# Key Performance Indicators· Expense claims processed within agreed service levels.· Accuracy rate of processed claims.· Number of claims requiring rework.· User satisfaction levels.· Outstanding approval backlog.· Compliance with expense policy requirements.· Achievement of month-end deadlines.# Qualifications· GCSEs, or equivalent, including Maths and English.AAT qualification, or studying towards AAT, is desirable but not essentialJoin us at United Infrastructure and be part of our mission to deliver innovative and sustainable solutions to the complex infrastructure needs of the UK.