Office Administration Assistant – Team Expense Records

Hrstalentsolutions; Colchester; Remote; GBP 35,000 - 38,000; Full time

Job summary

Hrstalentsolutions is seeking an Office Administration Assistant to support expense record processing remotely. The role involves reviewing staff submissions, checking receipts, updating the tracker, and routing items for review.

No prior finance experience is required as training will be provided. You will help ensure submissions are complete, ask clear follow-up questions, and maintain accurate records without making payment decisions.

Qualifications

• No prior finance experience required.
• Attention to everyday details helps prevent reviewer rework.
• Willing to learn the employer's expense categories, handling rules and approval route.

Responsibilities

• Receive staff expense submissions through the approved online system and check for missing fields or unreadable receipts.
• Update the tracker with complete items and route to the right reviewer.
• Do not decide on allowability or approval; communicate clear follow-up questions when information is incomplete.
• Flag unreadable or mismatched attachments and explain why.
• Record any mismatches and maintain accurate status as claims move through the process.

Job description

Office Administration Assistant – Team Expense Records

Office Administration | Expense Submission Support | Remote
Full-time or part-time | £25.25–£27.25 per hour

An expense claim should reach the approving colleague with the documents and basic details needed to review it. This role keeps the administrative side of that process orderly. You would receive staff submissions through the approved online system, check for missing fields or unreadable receipts, update the tracker and send complete items to the right reviewer. You would not decide whether an expense is allowable, approve a reimbursement or tell a colleague that payment has been authorised.

The job is suited to a person who can compare a form with its attachments and ask a clear follow-up question. Prior finance experience is not required. The employer will train you on its expense categories, handling rules and approval route. Your attention to everyday details can prevent a reviewer from having to return an entire claim because one date, amount or receipt is absent.

What comes in

A staff member might submit travel receipts, a charge for an approved office purchase or a claim with several items entered under one reference. The first check is whether the submission itself is usable. Does the receipt open? Is the date legible? Does the amount typed in the form match what the staff member intended to submit? If the evidence appears inconsistent, record the mismatch and ask for clarification using the team’s instructions. Do not alter the claimed amount by making an assumption about tax, tips or a currency conversion.

Routine steps include:

• Locate the correct submission and check whether a claim is already in progress.
• Confirm that required fields contain a meaningful entry before routing the item.
• Check that receipts are attached to the right line or claim reference.
• Flag an unreadable, missing or clearly mismatched attachment.
• Send a focused question rather than returning a claim with no explanation.
• Update the status when a staff member supplies a corrected document.
• Route a complete claim to the approver named by the employer’s process.
• Record a handoff without marking the claim approved or paid prematurely.

After the first check

Some staff members will reply quickly with a missing receipt; others will need to ask what the form requires. You can explain the employer’s published submission steps, while questions about entitlement or policy exceptions go to the person authorised to decide them. If a claim covers several dates, keep the documents under the same case when the system permits. If the staff member submits the same receipt twice, flag it for review rather than silently deleting one entry.

This is office administration that supports colleagues, but it also calls for customer service habits. A respectful reply explains exactly what is missing and what happens next. Another person should be able to open the record and understand whether the item is waiting for the employee, an approver or the finance team. The final check before a handoff is that the status reflects what actually happened, not merely what you expect to happen later.

The boundaries of the position

• Expense policy decisions stay with the approver or finance team.
• You do not enter card information or arrange payments.
• An apparent discrepancy is documented and referred; it is not resolved by guessing.
• Staff receipts and personal details stay within the approved systems.
• A submitted form is not a paid claim until the authorised team confirms it.
• Training will show you the records and wording available to this role.

Remote work is carried out through digital forms, a shared queue and written follow-up. A private home office space is useful when handling staff information, and reliable online access will help you move between a form and its receipt without losing your place. If you are organised, can write a straightforward question and are willing to learn a defined process, we welcome your application even if you have not worked in an accounts office. The hiring company will confirm its actual schedule and pay terms for the opening.