Job Description
A Travel Expense Specialist supporting global travel and expense processes, including policy guidance, travel booking oversight, expense report review, vendor negotiations, and stakeholder support within a dynamic SaaS company.
Key Responsibilities
- Provide guidance on global travel policies and assist employees in making compliant, cost-effective travel arrangements using booking tools
- Monitor travel bookings, identify trends or issues, and escalate concerns for resolution
- Support the Travel Expenses Manager with the Preferred Vendors Program, including hotel negotiations, contract oversight, and rate management
- Analyze carbon impact data and support eco-conscious travel initiatives in collaboration with the sustainability team
- Design and manage travel logistics for company events in partnership with the Global Events team
- Review and process employee expense reports to ensure compliance with policies
- Manage the corporate card program and support its enhancements
- Serve as a primary contact for travel and expense inquiries, providing guidance to improve user understanding and compliance
- Maintain and update intranet content and standard operating procedures related to travel and expenses
- Develop and facilitate training sessions on travel and expense processes
- Identify and escalate technical issues, collaborating with IT or vendors for resolution
- Support audits, reporting, and ad hoc requests related to travel and expense programs
Requirements
- Support the Travel Expenses Manager on the Preferred Vendors Program, including strategy development, hotel negotiations, contract oversight, and rate management within the booking system.
- Provide expert guidance on global travel policies and guide employees in making compliant and cost-effective travel arrangements using the company's booking tool.
- Oversee travel activity by monitoring bookings, identifying trends or issues, and escalating concerns to ensure fast and effective resolution.
- Review and process employee expense reports while applying policy expertise to ensure compliance and consistency.
- Identify policy trends, escalate policy violations when required, and recommend updates or training based on recurring issues.
- Serve as a key resource for travel and expense inquiries, providing guidance that improves user understanding and compliance.
- Oversee the administration of the corporate card program and support program enhancements.
- Support audits, reporting needs, and ad hoc requests related to program management.
- Maintain and enhance intranet content and standard operating procedures (SOPs) to ensure clarity and accuracy.
- Develop and facilitate training sessions and materials that strengthen employee knowledge of travel and expense processes.
- Identify and escalate technical issues, partnering with IT or vendors to drive resolution.
- Administer relevant systems as required and continuously identify opportunities to streamline and improve processes.
- Support the team in various departmental tasks related to travel and expenses, including supporting event logistics and strategy.
- Support sustainability initiatives by analyzing carbon impact data and supporting eco-conscious travel initiatives.
- Serve as a primary support contact and deliver excellent service to both internal and external stakeholders.
- Maintain business fluency in English; applications in Spanish will be automatically discarded; other European languages are a plus.
- Possess at least 1 year of experience in business travel, finance, or the administration industry.
- Hold a BA and/or MA Degree, preferably in Finance, Economics, Tourism, or similar fields.
- Be target-driven, quick learner, curious, proactive, resourceful, organized, detail-oriented, analytical, resilient, assertive, and capable of challenging multiple stakeholders.
- Demonstrate leadership in decision-making and a commitment to delivering best-in-class customer experience to internal and external stakeholders.
Benefits & Perks
generous PTO
hybrid working options
company equity RSUs
comprehensive benefits
extensive parental leave
dedicated volunteer days
gym subsidies
counseling and well-being programs
clear career paths
internal mobility
dedicated learning program
mentorship opportunities
support for audits, reporting, and ad hoc requests
opportunities to streamline and improve processes
Ready to Apply?
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