Travel & Expense Specialist

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