Expenses Administrator

2 weeks ago


London, Greater London, United Kingdom Mace Full time

At Mace, we are seeking a skilled Expenses Administrator to support our business in ensuring that employees' expense claims are audited effectively and in a timely manner for payment, and in accordance with the Mace expense policy.

The successful candidate will be responsible for liaising with stakeholders to resolve queries and issues, and will report to the expenses auditing lead.

Key Responsibilities:

  • Acting as a point of contact for employees to assist with issues regarding expense claims.
  • Providing Oracle maintenance support - liaising with the Oracle team to support expenses issues generally, enhancements, and changing business needs.
  • Providing ad-hoc reports as requested by finance/project managers and stakeholders.
  • Auditing employees' expenses in Oracle in line with the Mace expense policy, and within the timeframes set in the expenses calendar.
  • Providing support and cover to expenses auditing lead with the generation of the payment run files for each business unit for accounts payable to facilitate 2 payment runs per month. Identify and manage errors arising from payment run files, which may involve liaising with employees, AP, finance and Oracle IT team.
  • Producing a half-yearly calendar detailing expenses deadlines and payment runs (in conjunction with AP), publishing the dates on InfoMace for employees' reference.
  • Being familiar with expense policy to ensure auditing is carried out efficiently, and recommendations on policy updates gained from the auditing process.
  • Reviewing and updating regularly the expenses page on Infomace.
  • Updating expenses FAQs based on regular queries from employees for distribution or publishing.

Requirements:

  • You have a GCSE qualification which includes English and Maths subjects.
  • You have a proven background in administration ideally in a similar environment.
  • You are proficient in Microsoft suite/software and have excellent communication skills. Knowledge of Oracle is beneficial to this role.


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