Travel & Expense Administrator

Role Overview

• Maintain system users; set up new employees, handle terminations, transfers, permissions, and other employment changes.
• Support system users; provide remote technical assistance with mobile apps, websites, and any associated tools; provide guidance on proper use of tools, associated process and policy compliance.
• Monitor travel booking and expense submission, ensuring consistency, accuracy, appropriateness, and adherence to policies and guidelines. Resolving and escalating issues as needed.
• Coordinate with travel agency to ensure consistent policy enforcement, address employee concerns, and distribute duty of care information.
• Perform all regular corporate credit card administration and monitor for appropriate purchase activity. Issue new cards, cancel cards, maintain site users, address past due accounts reconciling charges when needed and provide support to cardholders and site users. Resolving and escalating issues as needed.
• Facilitate education of all system users under direction of the Analyst; create and maintain work instructions and reference materials, send communications, conduct training, and monitor usage to provide ongoing instruction as needed. Applies to all users of every level, type, and role.
• Manage shared email accounts; provide timely responses and maintain good organization and process.
• Monitor various reports to provide guidance and escalation as needed. Provide data and reporting to stakeholders using integrated and external tools. Including basic updates to custom reports.
• Recommend improvements to assigned systems & processes based on own observations and employee feedback; support or manage resulting changes depending on scope.
• Assist in rolling out systems to new Ascential locations.
• Support the implementation of new shared finance systems.
• Enhance knowledge of assigned systems via educational webinars, training courses, and publications.
• Cover miscellaneous tasks related to existing and newly assigned responsibilities.

Requirements

• Bachelor’s degree in related field and/or equivalent years related experience, relevant to the assigned business areas.
• Minimum three years of experience working in accounting, travel, or system related role supporting end users.
• Experience with travel and expense system and procedures required.
• Experience with credit card programs strongly preferred.
• Strong ability to multi-task, balance and prioritize numerous different requests and work independently with little supervision.
• Able to support individuals from multiple locations remotely, possess strong communication skills for interaction with diverse groups at all levels internally and externally.
• Ability to understand and accommodate customer/end user sense of urgency.
• Passionate about doing things the ‘right’ way and motivated to help others.