Expenses Clerk

Part-Time Expenses Clerk

Hours: Wednesday to Friday, 9:00am to 5:30pm (22.5 hours per week)

The Role

We are seeking an organised and detail-oriented Expenses Clerk to join our finance team on a part-time basis. Working three days per week, you will take ownership of the employee expenses process, ensuring all expense claims and company credit card transactions are processed accurately and in line with company policy. This role requires someone who is confident reviewing expense submissions, identifying discrepancies, and challenging items where appropriate. In addition to expenses administration, you will support the wider finance function with credit control activities and provide ad hoc assistance across the department when required.

Key Responsibilities

Expenses & Credit Card Processing (Approximately 80%)

• Process employee expense claims and company credit card transactions accurately and in a timely manner.
• Review expense submissions to ensure compliance with company policy.
• Verify supporting documentation and receipts.
• Investigate discrepancies and follow up with employees where information is missing or unclear.
• Challenge inappropriate or non-compliant expenses where necessary.
• Maintain accurate expense records and audit trails.
• Assist with month-end expense reporting and reconciliations.
• Review and validate employee expense claims, ensuring all expenditure complies with company policy and qualifies as a legitimate business expense.
• Identify expenses or reimbursements with potential tax implications and elevate or refer these to Payroll or the relevant tax team as appropriate.
• Maintain accurate and comprehensive expense records to support audit requirements and year end P11D reporting.
• Liaise effectively with Payroll, Finance and HR teams regarding employee expenses, benefits, expense policy queries and related compliance matters.
• Assist with the preparation and reconciliation of information required for employee benefits and expenses reporting.

Credit Control (Approximately 20%)

• Monitor outstanding customer balances.
• Contact customers via telephone and email to chase overdue payments.
• Maintain accurate records of collection activities.
• Escalate aged debt issues where required.
• Support the finance team in reducing debtor days and improving cash collection.
• Provide cover for colleagues during periods of annual leave or absence.
• Assist with finance administration and transactional finance activities as required.
• Support the wider finance team with reporting, reconciliations and general administrative duties.

Skills & Experience Required

• Previous experience in an expenses, finance assistant, accounts assistant, or similar finance administration role.
• Strong attention to detail and high levels of accuracy.
• Confidence to question and challenge expense claims when appropriate.
• Good understanding of company credit card and expense processes - Concur system experience an advantage.
• Experience of credit control would be advantageous.
• Strong organisational and time management skills.
• Good communication skills with the ability to deal professionally with employees and customers.
• Proficient in Microsoft Excel and finance systems.

This is an excellent opportunity for an experienced finance professional seeking a flexible part-time position within a supportive finance team.

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