Travel & Expense Administrator in San Jose! - Urgent Role

Ultimate Staffing is seeking a Travel & Expense Administrator for a client in San Jose, CA. This is a temp to perm position with a hybrid schedule of 3 Days in the office. The shift is Monday-Friday 9:30am-6:00pm with a starting pay of $80,000-$95,000 depending on experience.

Position Overview:

The Travel & Expense Administrator oversees all aspects of the travel and expense program, ensuring efficiency and adherence to company policies. Function as a subject matter expert for SAP Concur, providing expert guidance and support to users. Analyze systems and project manage implementations and process improvements. Research and troubleshoot problems proactively to keep the program running smoothly.

Essential Job Functions and Responsibilities

· Application Administration:

o Oversee and manage SAP Concur Travel & Expense.

o Maintain system configurations and user access.

o Run and analyze audit reports.

o Manage corporate credit card processes within the system.

o Serve as the lead contact for SAP Concur.

· User Support:

o Provide support for travel and expense program issues.

o Troubleshoot user inquiries, errors, and payment questions.

o Escalate complex issues to SAP Concur Support when needed.

· Process Improvement:

o Identify opportunities to improve travel & expense processes.

· Knowledge Management:

o Maintain user guides, configuration documents, and training materials.

o Research and develop testing plans for new functionalities.

o Perform system testing for upgrades and new solutions.

· Additional Responsibilities:

o Vendor Maintenance:

Ø Create and maintain vendor records in the company's enterprise resource planning (ERP) system.

Ø Update vendor information to reflect changes in contact details, payment information, and other relevant data.

• Prepare monthly journal entries, accruals and balance sheet reconciliations.
• Collaborate with Accounts Payable to provide mutual support including invoice review and approval, and other tasks for month-end, quarter - end close.

o Assist with internal audit preparation.

o Preform other duties as assigned.

Required Qualifications:

· Bachelor's degree in a Business, Accounting, Technology related field, or equivalent experience in travel and expense management.

· 5+ years of experience in travel and expense administration, process improvement, or a related field.

· Excellent interpersonal, verbal and written communication skills.

Desired Qualifications:

· Training Expertise: Experience developing and delivering training courses on travel and expense procedures, utilizing various methods like in-person sessions, virtual training, and on-demand reference guides.

· Technical Skills: Strong proficiency in Microsoft Office Suite (Excel, PowerPoint, Word) for data analysis, presentation creation, and document development.

· Collaboration: Proven ability to work effectively with cross-functional teams (e.g., Finance, HR) and technical teams (e.g., IT) to achieve program goals.

· Regulatory Compliance: Experience with Sunshine Act Reporting (a plus) to ensure adherence to relevant regulations.

· Organizational Prowess: Highly organized with excellent time management skills, able to prioritize and manage tasks efficiently for smooth program execution.

· Problem-Solving & Initiative: Demonstrated ability to independently research and investigate problems, proactively seeking solutions.

· Communication & Teamwork: Excellent interpersonal skills for building strong relationships and collaborating effectively with peers, system users, and senior leadership.

· Software Experience (a plus): Experience working with QAD Enterprise Resource Planning (ERP) system.

· Financial Acumen: Basic understanding of accounting principles as they relate to travel and expense management.

If you are interested and qualified for the position, please email your resume

All qualified applicants will receive consideration for employment without regard to race, color, national origin, age, ancestry, religion, sex, sexual orientation, gender identity, gender expression, marital status, disability, medical condition, genetic information, pregnancy, or military or veteran status. We consider all qualified applicants, including those with criminal histories, in a manner consistent with state and local laws, including the City of Los Angeles' Fair Chance Initiative for Hiring Ordinance.