Expenses Coordinator

Morgan McKinley (Guildford); England; Hybrid; GBP 37,000 - 42,000; Full time

Job summary

A recruitment agency is seeking an Expenses Coordinator to optimize the expense management process for a global organization. This role involves ensuring financial compliance, handling expense submissions, and facilitating communication among stakeholders. The ideal candidate has experience in expense management, proficiency in SAP Concur, and excellent communication skills. This opportunity offers a hybrid work model based in Weybridge, with a salary range of £37,000 to £42,000.

Qualifications

• Strong background in expense management and familiarity with HMRC guidelines.
• Confident in using Microsoft Outlook, Excel, and expense tools (ideally SAP Concur).
• Highly organized, accurate, and able to prioritize effectively.

Responsibilities

• Process staff expenses accurately and efficiently through Concur.
• Ensure all claims align with internal policies and HMRC regulations.
• Review receipts for VAT reclaim eligibility.
• Handle and reconcile queries to ensure correct reimbursements.
• Manage balance sheet reconciliations.
• Collaborate with internal teams and external providers.
• Maintain secure, GDPR-compliant records of all expenses.
• Prepare monthly reports on expense data.
• Seek process improvements for efficiency.
• Train staff on expense submission processes.

Skills

Expense management expertise

Familiarity with HMRC guidelines

Proficiency in Microsoft Outlook

Proficiency in Microsoft Excel

Experience with SAP Concur

Organizational skills

Verbal communication

Written communication

Process improvement mindset

Job description

Job title: Expenses Coordinator
Salary: 37,000 - 42,000
Location: Weybridge
Hybrid Working: Yes, 3 days in the office and 2 days from home
Hours: Monday to Friday, 9.00am - 5.30pm
Parking: Yes

We're currently looking for an Expense Coordinator to join a Global Organisation within their Finance team.

This role is key to ensuring smooth expense management and financial compliance across the business. You'll be responsible for handling the full expense process, ensuring everything runs efficiently, follows policy, and supports ongoing improvements.

Key Responsibilities

• Expense Management: Process staff expenses (personal and corporate cards) through Concur, ensuring accurate coding to general ledger, cost centres, and internal orders.
• Policy & Legal Compliance: Make sure all claims are approved and align with internal policies and HMRC regulations.
• VAT Checks: Review receipts to ensure VAT can be reclaimed where applicable.
• Query Resolution: Handle and reconcile queries to ensure correct reimbursements.
• Reconciliation: Manage balance sheet reconciliations for employee-related accounts.
• Stakeholder Collaboration: Work closely with internal teams, IT, and external providers (e.g. Concur).
• Escalation: Raise any complex issues with management or HR for resolution.
• Record Management: Maintain secure, GDPR-compliant records of all expenses.
• Reporting: Prepare monthly reports and analysis of expense data.
• Process Improvement: Look for ways to simplify and improve the expenses process and help assess policy changes.
• Training: Provide training to staff on submitting expenses correctly.
• Accounts Payable Support: Support invoice processing in SAP and help with manual payments when needed.

What We're Looking For

• Experience: Strong background in expense management and familiarity with HMRC guidelines
• Systems Skills: Confident using Microsoft Outlook, Excel, and expense tools (ideally SAP Concur)
• Attention to Detail: Highly organised, accurate, and able to prioritise effectively
• Communication: Clear, confident, and approachable in both written and verbal communication
• Mindset: Proactive, service-focused, and always looking to improve processes