Travel & Expense Specialist

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Job Description - Travel & Expense Specialist

We are seeking a Travel & Expense Specialist within our Source to Pay (S2P) Team to help scale travel and events. This will be a fast paced and dynamic role that works closely with our 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. This is a remote role (within Ireland) on a 12 month contract. Role Responsibilities:

Role Description

We are seeking a Travel & Expense Specialist within our Source to Pay (S2P) Team to help scale travel and events. This will be a fast paced and dynamic role that works closely with our 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. This is a remote role (within Ireland) on a 12 month contract. Role Responsibilities: Travel, Events, Expenses (80%):

Triage & Resolve Ticketing System Requests

  • Prioritize and process tickets to meet defined SLAs
  • 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 blocks and end-to-end event activity tasks: contracts, purchase orders, deposits, payments, attendee rosters, etc.
  • Partner with the Travel Manager, offsite, 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 of the procurement policy
  • Support internal audits to ensure adherence to established policies

Manage Suppliers

  • Initiate and execute supplier
  • Manage the supplier onboarding process into the Oracle Fusion ERP system
  • Collaborate to facilitate 3rd Party Risk Assessments and Security reviews via ServiceNow

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
Role Requirements:

Work Experience:

  • Travel program administration
  • Contract review experience
  • Project management skills
  • Data analysis and tool proficiency
  • Adaptability and continuous learning
  • Advanced written and verbal communication skills.

Educational Qualifications:

  • Bachelor's degree in business, supply chain, or a quantitative field preferred.
  • Alternatively, 4+ years of proven experience in Travel Operations.
Must Haves:
  • 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)
Note: Please apply only if you are currently in Ireland and eligible to work full-time in Ireland **Only shortlisted candidates will be contacted

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