Expenses Coordinator (Temp To Perm)

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

Job summary

A leading recruitment agency is seeking an Expenses Coordinator in Weybridge. This role involves managing the full expense process to ensure compliance with policies and regulations. Key responsibilities include processing staff expenses, reviewing VAT claims, and preparing monthly reports. Ideal candidates should have a strong background in expense management and excellent communication skills. This position offers a hybrid work model with competitive salary between £37,000 - £42,000.

Qualifications

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

Responsibilities

• Process staff expenses ensuring accurate coding to general ledger.
• Ensure all claims comply with internal policies and HMRC regulations.
• Review receipts for VAT reclamation.
• Handle and resolve expense-related queries.
• Manage balance sheet reconciliations for employee accounts.
• Collaborate with internal teams and external providers.
• Maintain GDPR-compliant records of all expenses.
• Prepare monthly reports and expense data analysis.
• Look for process improvements.
• Provide training on submitting expenses.

Skills

Expense management experience

Familiarity with HMRC guidelines

Microsoft Excel skills

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

Contract: Temp to Perm

Start date: ASAP

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

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.