Opportunities for permanent roles in a range of business sectors
AVEVA

Expenses Assistant

To manage, process, report and analyse all of the expense claims for the AVEVA UK and Middle East employees. There are circa 500 employees and 350 claims per month.

The position will operate out of the Cambridge office under a 37-hour working week and will be a permanent position. This position has no direct reports.

Expense claims 

  • To ensure that expense claims are processed, examined and paid in a timely manner
  • To ensure that all queries are handled efficiently 
  • Create and maintain the employee records within the accounting and expense system 
  • To ensure that all expense claims have sufficient documentation to support the claim e.g. receipts 
  • The review and correction of specific items within each expense claim: 
  • VAT status 
  • Expense categorisation 
  • Currency and exchange rate 
  • Mileage rates 
  • Personal expense flags 
  • Foreign currency cash issue and returns 

Manage 

  • Chase outstanding expense claims where Finance have not received the necessary paperwork 
  • Manage/chase credit card holders who have incurred expenses on their credit card but have not submitted an expense claim 

Support 

  • Provide first line support on expense queries e.g. general enquiries on how to make a claim, how to attach the supporting documentation, advice on expense categories, etc. 

Training

  • Actively ensure that all members of staff are adequately trained in how to make expense claims on the expense system 
  • To work with a core of super users to ensure that they retain a level of competence in order to support their respective teams 

Accounting system postings and payments 

  • The posting of the expense claim journals on a daily basis to the accounting system 
  • The reconciliation of the expense claims posted to the accounting system 
  • Make a weekly payment run from the accounting system using the company’s banking system (Barclays online banking) 

Reporting and analysis 

 

  • Reporting and analysis of the expense claims: 
  • By individual 
  • By expense category 
  • By project code 
  • Unassigned transactions 
  • Ad-hoc reporting 
  • Preparation and posting of monthly accruals from the expense system and purchase accruals to the accounting system 

Process and system improvements 

  • Responsible for the review of the expense claim process and system to actively search for improvements in the efficiency and effectiveness of expense claim processing, reporting and analysis 

System support 

  • Maintain relationship with the expense system (Concur) solution provider 
  • Logging of support calls for system problems 
  • Tracking and monitoring of the support calls 
  • Keep up to date with the service update releases for the system 

Other duties 

  • Maintain petty cash, which includes the payment of expenses and daily cash office 
  • Maintain the foreign cash register 
  • Maintenance of the staff relocation register 
  • Work closely with the Travel Co-ordinator to produce reporting and analysis from the ATPI and Concur systems 
  • Work closely with HR regarding home workers and overseas employees 
  • Working with HR and the travel co-ordinator to ensure that the company travel and expense guidelines are in line with the company’s dispensation 
  • Assist in ad-hoc month end duties 
  • Any other ad-hoc tasks that arise from time to time within the finance department 

Cover 

  • Provide cover for the purchase ledger in times of peak workload, holidays and other absence 
  • Scan purchase invoices using OCR tool ReadSoft 
  • Purchase invoice coding and posting to the accounting system 
  • Purchase ledger payments 

Essential Competencies, Knowledge, Skills & Experience 

Attainments 

  • High standard of computer literacy – working knowledge of Microsoft Excel (pivot tables, vlookups, sumifs, etc) 
  • Has designed and created management reports from Concur 

Experience 

  • Minimum of two years experience in an accounting environment managing and processing expenses 
  • Good understanding of UK tax rules and legislation (VAT and employment law, HMRC expense guidelines) to ensure that the company adheres to current legislation 
  • Knowledge of finance systems including Navision (accounting system) and Concur (expense system) would be beneficial 

General Aptitude 

  • Ability to communicate effectively with sales, technical and administrative personnel (e.g. working closely with HR with regards to the internal travel policy). 
  • Ability to communicate assertively with strong members of staff e.g. someone able to challenge claims and to explain queries and necessary tasks to complete claims 
  • Enthusiasm and assertiveness for working through problematic situations. 
  • Team player comfortable in taking direction and guidance. 
  • Excellent communication skills – both verbal and written. 
  • Willing to use initiative to resolve problems. 
  • Ability to learn, use and retain new skills. 

Disposition 

  • Organised and structured in approach to activities, paying attention to detail. 
  • Ability to get things done with and without close supervision. 
  • Flexible. Comfortable with ambiguity and change. 
  • Ability to work methodically through individual expense claims. 
  • Friendly, outgoing in nature and proactive with communication. 
Apply now