FocusKPI is seeking a Travel & Expense Specialist to join one of our clients, a high-tech SaaS company.
The client is seeking a Travel & Expense Specialist within their Source to Pay (S2P) Team to help scale travel and events. This will be a fast-paced and dynamic role that works closely with their stakeholders, legal, and finance teams to:
Manage travel, expense, and procurement functions, driving automation, and implementing best-in-class processes.
Analyze data to derive actionable insights and implement improvements.
Grow your career and skill set by streamlining processes, enforcing policies, and fostering collaboration. The specialist plays a vital role in optimizing operations and driving efficiency within the organization.
Work Location: Remote (prefer CST/EST in US timezone)
Duration: 6-month contract
Pay Range: $23/hr to $26/hr
Responsibilities:
Travel, Events, Expenses (80%)
Triage & Resolve Ticketing System Requests
Prioritize and process tickets to meet defined SLAs
Keep HelpMe page links and information up to date
Maintain accuracy in documentation and reporting
Utilize automated tools to streamline
Collaborate cross-functionally to address complex issues with timely resolutions
Proactively identify and implement improvements to the end-user experience
Enforce Travel & Expense Policy
Monitor and enforce compliance with T&E policies, identifying and addressing instances of non-compliance through education, training, and corrective action as necessary
Provide training and support to employees on policies, procedures, and systems to ensure understanding and compliance
Support internal & external audits to ensure adherence to established policies
Manage TMC-related Travel Requests
Process guest invitations, group travel, VIP traveler intake, delegations
Execute business travel-related documentation: payments, itineraries, visas, medical, legal forms, etc.
Support Offsite & Event Planning
Monitor hotel room block system and end-to-end event activity tasks: contracts, purchase orders, deposits, payments, attendee rosters, etc.
Partner with the Travel Manager, offsite manager(s), and events teams to optimize processes
Review & reconcile P-card Payments
Conduct reviews of P-card payment requests for accuracy and policy compliance
Reconcile expenses with supporting documentation to ensure proper financial tracking
Identify and address discrepancies in a timely manner
Audit Travel
Review Concur and Uber transactions against T&E Policy
Identify discrepancies and policy violations via audits
Implement controls to address and rectify discrepancies
Onboard/Exit Employees
Facilitate a smooth onboarding experience related to T&E functions
Manage T&E processes during employee exits to ensure policy compliance and timely resolution
Maintain Credit Cards
Manage credit card processes, including issuance and maintenance
Ensure timely updates and adherence to credit card policies
Conduct reviews of credit card transactions to identify trends and areas for improvement procurement (10%)
Enforce Procurement Policy:
Support compliance with the procurement policy
Support internal audits to ensure adherence to established policies
Manage Suppliers
Initiate and execute the supplier
Manage the supplier onboarding process in the Oracle Fusion ERP system
Collaborate to facilitate 3rd Party Risk Assessments and Security reviews via ServiceNow
Track and perform the Monthly Preferred Supplier SLA audit
Manage Purchases
Manage Purchasing module activity: submission and approval of purchase requisitions, change orders, etc.
Collaborate with the Accounts Payable to address invoicing, receiving, payments, and PO issues affecting S2P processes
Administer Contracts
Handle contract agreements: SOWs, order forms, and sponsorship agreements
Update contract records, ensuring accuracy and completeness transformation (10%)
Implement Automation
Identify opportunities & ensure integration of automated systems in S2P, primarily Travel.
Drive transformation projects in alignment with team goals.
Communicate progress, challenges, and outcomes.
Analyze Insights
Analyze data to derive actionable insights for T&E
Summarize insights in concise and actionable reports for strategic decision-making
Benchmark against industry leaders to maintain a best-in-class environment requirement
Qualifications:
Bachelor's degree in business, supply chain, or a quantitative field preferred.
Alternatively, 4+ years of proven experience in Travel Operations and Travel expense
Travel program administration
Contract review experience
Project management skills
Data analysis and tool proficiency
Adaptability and continuous learning
Advanced written and verbal communication skills
Must Haves:
Candidates' must-haves to excel in the role
Two to five years of travel and analytical experience
Ticketing systems proficiency
Experience with T&E tools (especially TMC)
Strong written/verbal communication skills
Qualitative and quantitative analytical skills
Intermediate/Advanced Excel and Alteryx skills
Cross-functional collaboration
Critical thinking skills
Managing multiple work streams in dynamic environments
Applications/Systems supported in role:
Ticketing & Issue Resolution: ServiceNow
Travel Management: Navan, Oversee, Everbridge
Credit Card Management: Conferma, BOA Gram
Expense Management: Concur, Forma
Business Management: G-Suite (Email, Spreadsheet, Slides, Forms), Slack, Zoom, UIPath
Dropbox Applications: Dropbox, Paper, Capture, Dropbox Sign, DocSend, Dropbox Dash
Business Analytics: Oracle Analytics Cloud, Tableau, Alteryx
Procurement & Sourcing: ScoutRFP, Globality; ERP: Oracle Fusion/Cloud (Procurement, AP, Reports & Analytics)
Thank you!
FocusKPI Hiring Team
Founded in 2010, FocusKPI, Inc. (FocusKPI) is a data science and technology firm specializing in predictive analytics practice and methodologies. FocusKPI is a US company headquartered in Silicon Valley, California, with an East Coast office in Boston, Massachusetts.
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