Job Summary/ Misión del Puesto: Responsible for overseeing and managing the company's travel and expense processes, ensuring compliance with corporate policies, proper accounting, and effective systems management. This role will involve managing T&E expense reporting, corporate credit card administration, troubleshooting any system or payment issues, ensuring tax classification is correct, and providing training and guidance on T&E policies and procedures to employees.
Job Contributions and Key Responsabilities: T&E Expense Reporting & Accounting
* Oversee and ensure accurate and timely processing of employee expense reports in compliance with company policies and procedures.
* Review expense reports for completeness, appropriate tax classification, and adherence to company policy.
* Ensure accurate allocation and coding of expenses to the correct accounts, cost centers, and departments.
* Work closely with the finance team to ensure proper accounting for T&E expenses, including reconciling corporate credit card statements, accruals and general ledger entries.
* Proactively monitor and track employee expense report submissions and escalate unreported or late submissions to both employees and their managers.
Corporate Credit Card Management
* Manage and oversee the corporate credit card program, including issuance, tracking, and maintenance of credit card accounts.
* Monitor and enforce appropriate use of corporate credit cards, ensuring compliance with company policies.
* Investigate and resolve any discrepancies or issues with corporate credit card transactions.
* Ensure that cardholders submit timely expense reports for any charges on their corporate cards.
System Administration & Troubleshooting
* Oversee the administration of the expense reporting system (Concur, other) ensuring that all functionality is optimized and available to users.
* Provide ongoing support and troubleshooting assistance to employees with any system issues or problems related to expense submissions, approvals, or credit card transactions.
* Work with IT and/or the system vendor to resolve any technical issues or updates.
Policy Training & Compliance
* Assist manager in the development and rollout of policies and procedures and Collaborate with Internal Control, HR, Legal, and other departments to ensure T&E policies align with other company policies (e.g., travel policies, reimbursement policies, etc.).
* Develop and deliver training programs for employees on travel and expense policies, including best practices for submitting reports, using corporate credit cards, and understanding tax implications of T&E expenses.
* Serve as the subject matter expert for T&E policies and ensure that employees are informed about changes or updates.
* Provide guidance to employees and departments on proper interpretation and implementation of T&E policies.
Auditing & Reporting
* Conduct regular audits of T&E expenses to identify areas of non-compliance, potential fraud, or other issues.
* Provide regular reports to management on the status of T&E expenses, trends, compliance, and any corrective actions taken.
* Work with external auditors during annual audits to provide requested documentation and explanations related to T&E processes.
Metrics & Reporting
* Develop and create regular reports and dashboards to analyze T&E spend, identify trends, and provide actionable insights to management.
* Track and report on key performance indicators (KPIs) related to travel and expense compliance, efficiency, and cost control.
* Assist with ad-hoc reporting requests, ensuring timely delivery of accurate information.
Projects & Continuous Improvement
* Assist in the implementation of new or upgraded expense reporting systems and processes, working cross-functionally with IT, vendors, and other stakeholders to ensure successful deployment and adoption.
* Identify opportunities for process automation or system enhancements to improve efficiency, reduce errors, and ensure scalability.
* Take an active role in improving internal controls, streamlining workflows, and enhancing user experience with the expense reporting systems.
Knowledge:
* Strong knowledge of T&E policies, accounting principles, and tax regulations related to business expenses.
* Knowledge of tax regulations related to employee reimbursements and corporate expenses.
Skills & Abilities:
* Proven experience in managing travel and expense processes, corporate credit card programs.
* Experience with expense reporting systems (e.g., Concur, SAP, etc.) is highly preferred.
* Strong problem-solving skills with the ability to troubleshoot system or transaction issues.
* Excellent organizational skills with the ability to manage multiple priorities and meet deadlines.
* Strong communication skills, both written and verbal, with the ability to train and support employees at all levels.
* Attention to detail and accuracy, especially in financial reporting and compliance matters.
Education Level:
* Bachelor's degree
Field/s of Education:
* Finance.
* Accounting.
* Business Administration
Years of Experience:
* >3+ years of experience in ares related to the position
Specializations, Certifications and Specific Experience:
* Experience in managing or implementing expense reporting systems or ERP software
* Experience with expense reporting systems (e.g., Concur, SAP, etc.) is highly preferred.
* Managing travel and expense processes, corporate credit card programs.
Languages:
* English- Advanced
Necessary Software:
* Microsoft Office Suite
* Concur