Expenses Coordinator

Morgan McKinley (Guildford); Weybridge; On-site; GBP 37,000 - 42,000; Full time

Job summary

A leading financial services company based in Weybridge is seeking an experienced Expenses Coordinator. This role is crucial for managing staff expenses, ensuring compliance with legal regulations, and supporting process improvements. Ideal candidates will have a strong background in expense management, be familiar with HMRC guidelines, and possess excellent communication and organisational skills. The position offers a hybrid working model with three days in the office and two days from home.

Benefits

Parking available

Hybrid working

Qualifications

• Strong background in expense management.
• Familiarity with HMRC guidelines.
• Highly organised and detail-oriented.

Responsibilities

• Process staff expenses through Concur ensuring accurate coding.
• Ensure claims comply with internal policies and HMRC regulations.
• Review receipts for VAT reclaim eligibility.
• Handle and reconcile queries.
• Manage balance sheet reconciliations.
• Collaborate with internal teams and external providers.
• Maintain secure GDPR-compliant records.
• Prepare monthly expense reports.
• Look for process improvement opportunities.
• Provide training on expense submissions.
• Support invoice processing in SAP.

Skills

Expense management experience

Familiarity with HMRC guidelines

Microsoft Outlook proficiency

Excel skills

Experience with SAP Concur

Strong attention to detail

Effective communication

Proactive mindset

Tools

SAP Concur

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

Overview

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.