Expenses Administrator

Workplace: MediaCity, Manchester + Hybrid (2 days per week in the office)

The team..

The Purchase to Pay (PTP) Compliance and Expenses team sits within our Finance Operations hub, playing a vital role in managing employee reimbursement workflows, safeguarding financial controls, and driving policy compliance. Operating in a collaborative and customer-focused shared services environment, our team takes pride in maintaining accurate records, educating the business, and delivering high-quality, right-first-time processing to ensure our colleagues are reimbursed accurately and efficiently.

The role..

We’re looking for a detail-oriented Expenses Administrator to join our team on a fixed-term contract basis until November 2027. Reporting directly to the PTP Compliance Manager, you will play a crucial role in managing and processing employee expense reports across the business.

In this role, you will review, validate, and process claims in line with company policies, internal control standards, and tax regulations, ensuring reimbursements are handled within a 48-hour SLA. You will support colleagues with submission queries, provide training on expense software, clear aged corporate credit card transactions, audit receipts rigorously, and investigate discrepancies to mitigate fraud and compliance risks.

Some of your key day to day responsibilities will include:

• Reviewing and processing employee expense reports for reimbursement within 48 hours of receipt, thoroughly validating receipts and supporting documentation.
• Ensuring strict compliance with company expenses policy, relevant tax regulations, and internal controls, constructively challenging claims where policies are not followed.
• Investigating discrepancies and inconsistencies in submitted claims, identifying root causes, and resolving issues to prevent recurring errors.
• Flagging policy violations and potential fraud directly to the PTP Compliance Manager.
• Managing aged credit card balances and transactions to ensure prompt reconciliation in line with policy and avoid compliance breaches.
• Reviewing ageing schedules and expense reports to actively drive down overdue, returned, or rejected claims.
• Liaising with business areas to pre-plan for peak submission periods, stabilising the workflow of claims across the department.
• Providing guidance, support, and targeted training to employees on expense system usage, proper submission guidelines, and policy updates.
• Handling employee disputes and queries regarding expense reimbursements with accountability and professionalism through to resolution.
• Supporting internal and external audits by providing requested documentation, audit samples, and analytical reporting.

Skills you’ll need (minimum criteria)

• Significant experience working within an Expenses team, with a strong understanding of end-to-end employee expense processes and their interaction with the payables ledger.
• Basic understanding of financial and tax regulations related to employee expense processing and reimbursements.
• Experience with accounting software (e.g., Oracle, SAP) alongside strong proficiency in Microsoft Excel to manipulate and review data.
• Demonstrated competency in root-cause problem solving with a continuous improvement mindset.
• Preferred experience working within a fast-paced Shared Service Center environment.

Other things we’re looking for (key criteria)

• Experience working with Finance ERPs, with Oracle Fusion being an advantage.
• Practical experience working within a Shared Services / Global Business Services (GBS) environment.
• Exceptional attention to detail with rigorous receipt auditing skills and risk/fraud awareness.
• Excellent interpersonal and communication skills to explain policy requirements diplomatically while handling sensitive financial and personal data.
• Proven ability to manage high volumes of expense claims, prioritise tasks effectively, and adapt to meet stretched targets under tight timelines.

Potential Challenges

• Minimum of two office days per week required (currently Wednesdays and Thursdays), with occasional increases depending on team meetings, training sessions, or ad-hoc operational needs.

Please note, on occasion we may receive a very large volume of applications which means applications for a role may close earlier than the referenced closing date. We’d encourage you to apply as soon as possible if interested.