Expenses Administrator

1 week ago

London, Greater London, United Kingdom Mace Full time

About Mace

Mace is a leading global consultancy and construction company that delivers transformative impact to our people, communities, and societies across the globe. Our purpose is to redefine the boundaries of ambition, and our values shape the way we consult and define the people we want to join us on our journey.

Our Values

  • Safety First - We prioritize the safety and well-being of our employees and stakeholders.
  • Client Focus - We deliver on our promises and exceed client expectations.
  • Integrity - We always do the right thing, even in challenging situations.
  • Create Opportunity - We empower our people to excel and reach their full potential.

About the Role

We are seeking an experienced Expenses Administrator to join our team. As an Expenses Administrator, you will play a critical role in ensuring that employees' expense claims are audited effectively and in a timely manner for payment, and in accordance with the Mace expense policy.

Key Responsibilities

  • Act as a point of contact for employees to assist with issues regarding expense claims.
  • Provide Oracle maintenance support - liaise with the Oracle team to support expenses issues generally, enhancements, and changing business needs.
  • Provide ad-hoc reports as requested by finance/project managers and stakeholders.
  • Audit employees' expenses in Oracle in line with the Mace expense policy, and within the timeframes set in the expenses calendar.
  • Provide 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.
  • Produce a half-yearly calendar detailing expenses deadlines and payment runs (in conjunction with AP), publishing the dates on InfoMace for employees' reference.
  • Be familiar with expense policy to ensure auditing is carried out efficiently, and recommendations on policy updates gained from the auditing process.
  • Review and update regularly the expenses page on Infomace.
  • Update 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.

What We Offer

Mace is an inclusive employer and welcomes interest from a diverse range of candidates. We are open to discussing part-time, flexible, and hybrid working options if suitable within the role.

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