Role Description: This is for a Travel & Expense Operations Manager CW role:
– Travel & Expense Operations Manager will manage the day-to-day operations of the Travel & Expense program. They will leverage external developed travel & expense systems to improve the organization s operating efficiencies and business traveler experience. They are responsible for overseeing and managing the organization s expense management process. The Travel & Expense Manager will collaborate with employees, finance teams, affiliated companies, and other stakeholders for further adoption and growth of the Regional Travel & Expense program. The Travel & Expense Manager Operations reports directly to the Associate Director of Travel & Expense and sit within the company s Finance Organization.
Travel & Expense Manager Duties & Responsibilities
Concur system administration including accounting administration, list management, audit rule updates, user and system case management, Concur Intelligence reporting, annual system configuration site reviews, expense types and form changes, expense policy updates, company card administration settings, user payment settings
Oversee the quarterly and yearly JSOX auditing and manage T&E administration staff to ensure the accuracy and completeness of audit requirements
Concur transaction submission & accrual management to ensure business transactions are cleared and reconciled according to company policy.
Assist with tracking changes to system configurations and create, maintain, and update all process flow documents
Maintain positive relationships with various internal stakeholders through quarterly meetings with administrative staff, road warriors, etc.
Maintain and improve the onboarding of employee new hires for proper acclimation to the Travel & Expense Program
Review and manage Travel & Expense policy escalations and approvals for new card applications and transaction increases
Maintain and update all internal communication channels to employees to include but not limited to email announcements, Concur Company Notes, and the T&E internal website
Liaise with Concur User Support Desk and IT to ensure all inquiries are addressed and process documents are updated for future reference
Manage and oversee the accuracy of the employee off-boarding procedures in partnership with HR
Support employees and various stakeholders with Concur administration tasks to include but not limited to delegate assignments, expense type management, Concur list updates, profile maintenance, etc.
Provide guidance and support to employees and company affiliated organizations regarding travel, expense, and corporate credit card arrangements, policies, and procedures
Oversee the Travel & Expense Service Now Tickets and AppZen audit reviews to ensure SLAs are met and exceeded
Enforce and monitor employee behavior and adherence to company policy through external systems such as AppZen, Concur, and various employee reporting
Oversight and maintenance of Concur and AppZen open case logs
Conduct regular reviews of system configurations to ensure alignment with business policies
Work in partnership with various internal departments to include IT, Compliance, Finance, and others to ensure the efficiency of Concur
Actively participate in the Regional Travel Program to maintain the growth and expansion of the program within North America
Work directly with travel & expense vendors to troubleshoot or support any internal projects to include Concur implementations, AI audit program implementations, etc.
Develop, monitor, and report on department KPIs and Key Metrics to share with leadership
Develop and enforce SOPs to maintain and increase the travel & expense efficiencies which can be distributed as best practices to share with affiliates companies
Participate and support any internal company initiatives or projects that may have impacted to Travel & Expense systems or policies and ensure the successfulness of those projects
Overall management of the Travel & Expense support team to ensure all outstanding audit issues, open tickets or items are resolved timely and accurately
Conduct and participate in Quarterly Business reviews with Travel & Expense Suppliers
Stay updated on industry trends, travel-related technologies, and best practices to recommend improvements to the travel & expense program.
Monitor and track the organization s Duty of Care Program and stay informed about travel advisories, health and safety guidelines, and any other factors that may impact employee travel.
Bachelor s degree in Business Administration, hospitality, or a related field (equivalent experience)
Proficient in Concur Professional Edition Administration, Concur Cognos Reporting
Familiarity with travel technologies such as online booking tools and expense management systems.
Proficient in Power BI Dashboard Building
Ability to manage, lead, and motivate a team
Minimum of 2 years experience in corporate expense management and credit card management
Excellent organizational and multitasking abilities
Strong communication and interpersonal skills to effectively interact and present to employees of all levels
Analytical mindset with the ability to analyze travel & expense data and identify opportunities for improvement
Comments for Vendors: Hybrid role with a minimum of 2 days BUT there will be weeks where the CW will need to come on site more frequently for events or meetings. Must be flexible.