Travel and Expense Specialist

Job Summary:

The Travel & Expense Specialist is responsible for managing and optimizing the organization's travel and expense processes on a global scale. This includes monitoring travel arrangements, ensuring compliance with company policies, processing expense reports, and analyzing travel data to identify cost-saving opportunities. The specialist will work closely with employees, travel agencies, and vendors to provide exceptional support and ensure a smooth and efficient T&E process.

Detailed Duties & Responsibilities: 

• Check and approve the travel expense pending exception from Navan in accordance with the Global Travel expense policy of the company.
• Serve as the primary contact point from employees in term of inquiries for travel expense reimbursement
• Coordinate and book travel arrangements, including flights, hotels, car rentals, and other travel-related services for employees.
• Negotiate rates and contracts with travel vendors to secure cost-effective travel options.\
• Maintain relationships with travel agencies and ensure the delivery of high-quality services.
• Review and process employee expense reports for accuracy, compliance with company policies, and proper documentation.
• Follow up with employees on failed expense payment, potential duplicate expense claims and multiple expense reports.
• Reconcile corporate credit card statements and resolve any discrepancies.
• Ensure timely reimbursement of approved expenses to employees.
• Educate employees on T&E policies and best practices to ensure compliance.
• Analyze travel and expense data to identify trends, cost-saving opportunities, and areas for improvement.
• Prepare and present regular reports on travel and expense activities, including spend analysis and policy adherence.
• Continuously evaluate and improve the travel and expense processes to enhance efficiency and user experience.
• Act as the primary point of contact for travel-related inquiries and issues.
• Responsible for completeness, accuracy and timeliness of expense report check, and follow up issues
• Ensure the performance meets KPIs and continuously improve productivity and service quality.

Other Skills/ Qualifications:

• Bachelors degree in Business Administration, Finance, Accounting, or a related field.

• With at least a minimum of 3 years of experience in travel and expense management or a related role.

• Proficient in using Navan travel management software and expense reporting tool preferred

• Strong knowledge of travel booking processes and expense reporting systems.

• Excellent analytical skills with the ability to interpret and present data effectively.

• Strong organizational and time management skills.

• Exceptional attention to detail and accuracy.

• Excellent communication and interpersonal skills.

• Proficiency in Microsoft Office Suite (Excel, Word, PowerPoint) and GoogleSheets.