Atrium (EMEA)
Expenses Administrator – Events – Workday
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Expenses Administrator – Events – Workday
Contract duration: 6 months (with potential to become full time)
Location: London (4 days onsite, 1 day wfh)
Pay: £25-32/hour
Role purpose
Own the end-to-end processing of event-related expenditure in Workday — from pre-approved conference budgets through supplier invoices, staff expense reports, corporate card reconciliation, and post-event close-out. Event spend is high-volume, deadline-driven, and heavily scrutinized: costs arrive in bursts around event dates, frequently in foreign currency, and often carry hospitality and gifting implications. Because most conferences require an approved budget before any commitment is made, this role sits at both ends of the cycle — validating that spend was authorized up front, then ensuring it is correctly evidenced, coded, taxed, and paid.
Key responsibilities
Pre-approval and budget control
Core processing in Workday
Control and compliance
Essential skills and experience
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- 2+ years in accounts payable, expenses, or transactional finance.
- Hands-on Workday experience — Workday Expenses and/or Workday Financial Management (expense reports, spend authorisations, requisitions, worktags, business-process approval routing).
- Experience operating a pre-approval or delegated-authority process and holding stakeholders to it.
- High-volume invoice and expense processing with strong accuracy under deadline pressure — comfortable with workload that spikes around event dates and month-end.
- Working knowledge of VAT/sales tax on expenses, particularly entertainment and hospitality.
- Strong Excel (lookups, pivot tables, reconciliation).
- Clear, diplomatic communication with non-finance stakeholders who are mid-event and time-poor — including the confidence to say no to unapproved spend.
- Discretion with confidential and commercially sensitive information.
Desirable
- Experience supporting an events, marketing, hospitality, agency, or conference-led business.
- Workday reporting skills (custom reports, worktag-based analysis) and exposure to Workday business-process configuration.
- Multi-currency processing and international event spend.
- Familiarity with anti-bribery/gifts-and-entertainment reporting requirements.
- Event budget tracking or post-event cost reporting experience.
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Success in the first six months
- No material event spend committed without a pre-approved budget and a traceable authorisation in Workday.
- Event invoices and expense reports processed within agreed SLA, with no backlog through peak conference season.
- Every completed event closed with a clean approved-budget-vs-actual position and variance commentary.
- Hospitality documentation complete and audit-ready without retrospective chasing.
- Measurable reduction in policy exceptions, late expense report submission, and unapproved commitments from event teams.
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