Expenses Assistant

United Infrastructure Water Limited; Warrington; In loco; GBP 22.000 - 32.000; Tempo pieno

Descrizione del lavoro

United Infrastructure Water Limited in Warrington, UK, seeks an Expenses Assistant to manage employee expense claims via Continia Expenses. You will ensure receipts, VAT handling, and policy compliance while supporting financial controls across departments.

Working with payroll, finance, and IT, you will monitor workflows, support month-end reconciliations, and assist with process improvements to deliver accurate, timely reimbursements and helpful user guidance.

Competenze

• Experience in finance administration or expenses processing.
• Strong data accuracy and financial controls.
• Detail-oriented with ability to handle high volume.
• Excellent communication and customer service skills.

Mansioni

• Review and process employee expense claims submitted through Continia Expenses.
• Ensure claims have receipts and documentation.
• Verify coding, project allocations, VAT and policy compliance.
• Monitor expense workflows and approvals; prepare reimbursements per schedules.
• Ensure claims comply with Travel and Expenses Policies.
• Identify policy breaches and escalate as needed.
• Support audit requirements with accurate records and retention.
• Assist with month-end reconciliations for expenses and corporate cards.
• Serve as first point of contact for expense queries.
• Provide guidance on Continia Expenses and company policies.
• Support system administration of Continia (access and approvals).
• Produce reports on claim volumes and processing times.
• Identify trends and suggest process improvements.

Conoscenze

Finance admin

Accounts payable

Expense processing

Data accuracy

Attention to detail

Customer service

Communication

Microsoft Excel

Microsoft Outlook

Time management

Formazione

GCSEs in Maths & English

AAT qualification (desirable)

Strumenti

Continua Expenses

Microsoft Dynamics 365

Descrizione del lavoro

Role Purpose

The 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 essential

Join us at United Infrastructure and be part of our mission to deliver innovative and sustainable solutions to the complex infrastructure needs of the UK.