Expenses Administrator

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At Mace, our purpose is to redefine the boundaries of ambition. We believe in creating places that are responsible, bringing transformative impact to our people, communities and societies across the globe. To learn more about our purpose, culture, and priorities, visit our strategy site. 

Within our consult business, we harness our unique combination of leading-edge practical expertise and project delivery consultancy to unlock the potential in every project. 

Our values shape the way we consult and define the people we want to join us on our journey, they are:

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  Safety first - Going home safe and well

  
  


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  Client focus - Deliver on our promise

  
  


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  Integrity - Always do the right thing

  
  


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  Create opportunity - For our people to excel

  
  

The role will be to primarily support the business to ensure that employees' expense claims are audited effectively and in a timely manner for payment, and in accordance with the Mace expense policy. This will involve liaising with stakeholders to resolve queries and issues.

The role will be reporting to the expenses auditing lead.

You’ll be responsible for\: 

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  Acting as a point of contact for employees to assist with issues regarding expense claims.

  
  


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  Providing Oracle maintenance support - liaising with the Oracle team to support expenses issues generally, enhancements, and changing business needs.

  
  


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  Providing ad-hoc reports as requested by finance/project managers and stakeholders.

  
  


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  Auditing employees’ expenses in Oracle in line with the Mace expense policy, and within the timeframes set in the expenses calendar.

  
  


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  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.

  
  


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  Producing a half-yearly calendar detailing expenses deadlines and payment runs (in conjunction with AP), publishing the dates on InfoMace for employees’ reference.

  
  


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  Being familiar with expense policy to ensure auditing is carried out efficiently, and recommendations on policy updates gained from the auditing process.

  
  


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  Reviewing and updating regularly the expenses page on Infomace. 

  
  


• Updating expenses FAQs based on regular queries from employees for distribution or publishing.

You’ll need to have:

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  You have a GCSE qualification which includes English and Maths subjects. 

  
  


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  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.

Mace is an inclusive employer and welcomes interest from a diverse range of candidates. Even if you feel you do not fulfil all of the criteria, please apply as you may still be the best candidate for this role or another role within our organisation. 

We are also open to discussing part-time, flexible, and hybrid working options if suitable within the role. 

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