Expenses Administrator

Company Description

About us

Hello, we’re Reach. Every day, our trusted news, stories and content connect with millions of people where they live - whether that’s on their social feed or at their neighbourhood newsstand; through their local community or their take on the hot topic of the day.

We're home to more than 120 brands - from household names like the Mirror, Express, Daily Star and Daily Record, to local titles like MyLondon, BelfastLive, and the Manchester Evening News, and brands making a splash in the US like the Irish Star.

It's our ability to understand people and the things that matter to them that makes us Britain and Ireland's largest commercial news publisher. We reach around 70% of the UK's online population, 10% of the US online population, and over 100 million social followers around the world, connecting with them on who they are, where they live and what they love.

Your story, with Reach

As a modern media organisation, we're much more than just news. And it takes a wide range of people and skills to serve diverse audiences, customers and communities like we do.

We know everyone has their own story to tell, so we’ve built an environment where every background is respected and every day is a day to explore.

We’ll help you build a career that works with your life, while giving you the space to create and grow!

Job Description

Are you a detail-driven finance or payroll professional looking for your next challenge? 

We are looking for an Expenses Coordinator to join our People Experience team to process the end-to-end employee expense process.

In this newly created role, you’ll ensure expense claims are processed accurately, on time, and in strict alignment with company policy and HMRC regulations. Working closely with our People Experience and Finance teams as well as colleagues across the wider business you will play a key role in delivering an efficient service, advising employees, and driving continuous improvement in our financial controls.

What the Role Will Involve

• End-to-End Expense Processing: Review and approve claims, manage manual expenses, process overseas travel advances, and execute bi-weekly payment runs (including BACS payment files).
• Expense Advance Management: Routinely track, audit, and reconcile active advance accounts to maintain balance sheet integrity and guarantee accurate reporting. 
• Employee & Stakeholder Support: Act as the first point of contact for escalated expense queries, providing clear advice on policy while investigating and resolving complex or disputed claims.
• Compliance & Financial Controls: Ensure all processing strictly adheres to HMRC rules and internal financial controls, including monitoring, reconciling, and offsetting outstanding expense advances before payment runs.
• System & Data Administration: Maintain accurate employee records within the expense system and produce general ledger reports to assist Finance with month-end reconciliations.
• Process Improvement: Collaborate cross-functionally to refine workflows and enhance the overall employee experience.

Qualifications

What You’ll Need to Succeed

• Expense Background: Proven experience processing complex employee expenses or working in a similar finance, payroll, or shared services administration role.
• Regulatory Knowledge: A solid practical understanding of HMRC expense rules and statutory regulations.
• Attention to Detail: Excellent numerical capabilities with high accuracy in processing sensitive financial data.
• Organisation & Agility: Strong time-management skills with the ability to prioritize high-volume workloads and hit strict deadlines in a fast-paced environment.
• Customer-Focused Communication: Excellent verbal and written communication skills across multiple channels (Teams, email, phone) with a helpful, service-oriented mindset.
• Software Literacy: Proficiency in Microsoft Office (especially Excel) and familiarity with Google Workspace.

Additional Information

How we'll look after you

We take good care of our people - and that means more than just a pay packet. Whatever your role, you'll get a range of benefits, including:

• 25 days holiday as well as an extra day after you've been with us for three, five and 10 years. We also have a scheme to help you buy extra holiday if you want to.

• An extra day's paid leave each year to volunteer for a cause close to your community or your heart.

• Big moment day - an extra day’s paid leave for a moment that matters to you - like getting married, moving house or welcoming a new addition to the family (human or furry!)

• Bonus scheme - you'll get a stake in our success and a chance to add to your annual earnings.

• Help saving for your retirement - we'll match your company pension contributions up to 6% and you can contribute through salary sacrifice.

• Supportive and progressive people policies - we’re proud to have a range of policies to support people in their lives in and outside work, including enhanced family leave and policies to promote flexibility, inclusion and progression. We believe you shouldn’t have to wait to join us to know what to expect from us, which is why we share this overview of the policies we have in place to support families and carers. If there's something you want to understand more about, just ask - it won’t make a difference to your application.

• A healthcare cash plan - giving you money back for a range of medical expenses and fast access to doctor's appointments.

• Car lease scheme - you can buy a brand new electric or hybrid car through our leasing partner, and pay for it through salary sacrifice.

• Wellbeing support - including a 24/7 assistance programme for you and your family.

• Access to lots of discounts - including 15% off with Reach's very own online marketplace, Yimbly, where you can buy everything from homewares to beauty products.

• Interest-free loans - including for season tickets and technology.

If you’re excited about this role but don’t tick every single box, please don’t let that stop you from applying.

We know that everyone has their own story to tell, and we value potential, passion and the perspectives that different backgrounds bring to our work.

Diverse perspectives strengthen our teams and help us better serve our audiences, which is why we’re dedicated to fostering an inclusive workplace where everyone feels welcome and supported. As an equal opportunities employer, we encourage applications from people of all backgrounds and experiences.

We are committed to a recruitment process that is fair and welcoming to all, without discrimination on the basis of age, disability, gender identity, ethnicity, religion or belief, sexual orientation, or any other protected characteristic.