Subject Areas Expenses Coordinator

Help our faculty and academic teams run smoothly by providing accurate, responsive administrative support across London Business School's Subject Areas.

The Subject Areas are seven small teams within the Research and Faculty Office, supporting academic colleagues across the School. As Subject Area Administrator, you'll help these teams deliver an efficient, helpful service to faculty and colleagues.

A key part of the role is processing invoices, faculty expenses and supplier requests, alongside procurement administration. You'll also maintain accurate records, support budget tracking and reporting, respond to routine queries, and help coordinate practical arrangements for projects. You'll work with colleagues across the School and contribute ideas to make processes clearer and more efficient.

Main Responsibilities

- Process invoices, faculty expenses and new supplier requests accurately and promptly.
- Support procurement administration and respond to routine accounts and purchasing queries.
- Enter and maintain financial information in School systems, ensuring records are accurate and up to date.
- Help track Subject Area budgets and prepare regular reports using information from relevant systems.
- Provide clear, helpful first-line support to faculty and colleagues, referring more complex queries when needed.
- Assist with project administration, including coordinating bookings such as catering and other supplies with Faculty Assistants.
- Share updates on processes and guidance with Subject Area colleagues.
- Look for practical ways to improve administrative processes and support consistent ways of working across the teams.
- Work collaboratively with colleagues across the Research and Faculty Office and the wider School.

Who We Are Looking For

You're organised, dependable and comfortable managing detailed administrative tasks. You take pride in accuracy, can prioritise competing requests and communicate clearly with a range of people.

You'll bring:
- Strong attention to detail and a careful approach to handling records and data.
- Good organisation and time-management skills, with the ability to meet deadlines.
- Confidence using standard IT tools and learning new systems and databases.
- A helpful, service-focused approach and the confidence to respond to routine enquiries.
- The ability to follow procedures and apply guidance consistently.
- A proactive, collaborative attitude and an interest in finding better ways of working.

Experience in administration, invoice or expense processing, procurement support or a customer-facing role would be useful. A finance or accounting qualification is not required; we're looking for strong administrative skills, accuracy and a willingness to learn.

Benefits

- Generous annual leave of 27 days plus extra between Christmas and New Year
- Enrolment into the Group Pension Scheme
- Free onsite gym and swimming pool
- Amazing range of professional development to support your career path
- Enhanced cycle to work scheme
- Wellbeing offering to support your physical, mental and financial health
- Up to 5 days volunteering leave

Working Arrangements

London Business School supports Smart Working — a hybrid approach. For this role specifically, you will be expected to be on campus 5 days per week until probation is passed, then 3 days on campus per week (2 remote). Core hours are 10:00–15:00. A flexible one-hour Protected Time slot is offered each week for learning, development, wellbeing or focused work.