Travel and Expense Administrator

We are committed to building a workplace where everyone feels heard and respected, and extending our culture of care so that every individual can reach their full potential. We want you to have a sense of belonging and feel valued for your contributions and the perspectives you bring.

The Travel and Expense Administrator is responsible for administering the company’s travel and expense (T&E) programs to ensure timely, accurate, and policy-compliant expense payments. This role supports employees across multiple legal entities with expense inquiries, audits reports, manages corporate card activity, and partners closely with Payroll, Finance, and Procurement to maintain strong financial controls and a positive employee experience.

This role will be hybrid requiring a minimum of 3 days in office.

• Administer the company’s Travel and Expense (T&E) program and Corporate Card program in compliance with company policy
• Serve as the primary point of contact for the Americas with our corporate travel service provider (Egencia), and with employees for travel, expense reports, and reimbursement questions
• Administer the Egencia account, owning configuration, traveler onboarding/offboarding, traveler group structures, profile data integrity, and cost-center mapping
• Design, configure, and maintain Out of Policy (OOP) flag rules across air, hotel, and car rental — including advance-purchase windows, fare‑class rules, fare caps, and rate caps — and propose threshold adjustments based on observed booking behavior
• Activate and maintain approval workflow layers (including executive routing for Business Class travel) and ensure price‑tolerance settings are configured to prevent post‑approval fare drift
• Maintain the traveler segment hierarchy (executives, frequent travelers, business unit groups) and ensure policy rules are layered correctly across global, traveler‑group, and trip‑type dimensions
• Own the relationship with the travel service provider (Egencia) account team, including the quarterly business review cadence, escalation of platform issues, and adoption of new product features
• Assist the Accounts Payable Manager (program owner) with the Americas corporate card program (Ramp), supporting cardholder onboarding/offboarding, replacements, limit reviews, fraud events, cancellations, and delinquency follow‑up

• Review, audit, and process employee expense claims for accuracy, policy adherence, and proper documentation; approving expenses as final approver on behalf of the finance department.
• Follow up with employees and managers on transaction discrepancies, missing receipts, delinquent activity, and policy exceptions, escalating to leadership as appropriate
• Support month‑end close activities related to travel and expense accounting
• Coordinate with Payroll to ensure timely reimbursement and proper expense posting
• Coordinate with Accounts Payable and Treasury to ensure the corporate card program is funded, which may include initiating mid‑cycle payments
• Resolve system errors that may occur with any of the participating software platforms (IFS, Ramp, Egencia); conduct user testing on system updates and assist with system implementation and data integrity initiatives as necessary
• Maintain and update T&E policies, procedures, training and user guides and other electronic and physical files as needed

• Build and maintain a self‑refreshing T&E dashboard covering spend by category, traveler, project, and cost center; out‑of‑policy (OOP) trigger rates; and policy‑savings realization
• Produce a monthly Travel Compliance Pack covering OOP trigger rates, top OOP reasons, missed‑savings (Best Fare Offered), online adoption rate, and traveler‑group exceptions
• Produce ad hoc analyses for Finance leadership (e.g., fare‑cap calibration studies, hotel rate‑cap reviews by metro, car rental utilization reviews)
• Identify process improvement opportunities to increase efficiency, compliance, and user experience

• Support internal and external audits (including Deloitte, year‑end and interim) on T&E…