Business Travel & Expenses Manager

OSI Careers•Aurora, IL

7d•Onsite

About The Position

As a premier global food provider, the OSI Group partners with the world’s leading foodservice and retail food brands to provide concept-to-table solutions that delight consumers around the globe. Join us and discover a work experience where diverse ideas are met with enthusiasm, and where you can learn and grow to your full potential. We’re looking for individuals who thrive in an entrepreneurial environment and who enjoy working as a team to deliver unparalleled service and solutions to our customers. This role is responsible for managing the Travel and Expense (T&E) process, including administration of the Corporate Credit Card program, the Online expense-reporting tool as well as the Travel Management system. This position plays a key role in cost containment through negotiating, implementing and driving usage of preferred vendor agreements (i.e. rental cars, hotels, airlines, etc.) while ensuring the adherence to the Company’s travel and entertainment policies and procedures. This Travel & Expense (T&E) role owns the end-to-end travel and corporate card experience for OSI. The position combines hands-on administration of Chrome River, corporate cards, and Concur/Amex Global Travel with the opportunity to shape policy, drive compliance, and uncover cost savings. It’s ideal for a self-driven “fixer” who enjoys building structure out of ambiguity, partnering across the business, and becoming the go-to resource for all things travel and expense.

Requirements

3-5 years of experience in related field
Excellent proficiency in all Microsoft Office Suite Products.
Ability to perform comparative analysis and make recommendations
Demonstrated problem solving and analytical skills
Experience with Microsoft suite of products (Outlook, Excel, Word); Intermediate to advanced skills in Excel and/or Access required
Solid communication skills (verbal and written)
Exceptional customer service skills are essential along with the ability to deescalate situations as necessary
Demonstrated success or aptitude with independent vendor pricing negotiations

Nice To Haves

Good relevant work experience in finance and/or accounting a plus
Previous Chrome River, Concur, or other T&E platform experience preferred
SAP experience is an advantage
Interest in skills or experience in negotiating with hotels, airlines, and travel partners
Exposure to RFPs and working with procurement or sourcing teams is a plus, not required

Responsibilities

Maintains the Travel and Expense policy, proposing periodic revisions to ensure the policy’s relevance in light of new technology, and changing regulatory/ environmental and/or economic conditions.
Conducts regular audits of select expense reports for violation of policy, issue resolution, or questions regarding the expense management programs.
Identifies and escalates issues to Financial leadership while working in partnership with Human Resources, Executive Leadership, and Audit to address and resolve concerns regarding policy violation or fraud.
Escalates functional and operational concerns of Corporate Card and Expense Reporting Technology support organization and Procure to Pay leadership when necessary.
Provides reporting (annual, monthly, and weekly standard as well as ad hoc) to Financial management, including proactive analysis, trends and areas of opportunity on policy review, issues, delinquencies, fraud, suspect vendors, spend patterns, system operations, or others as requested.
Proactively identifies areas of opportunity and presents proposals to Procure to Pay leadership on suggested policies and procedures to gain efficiencies with expense management tools and platforms, as well as compliance with travel and expense policies.
Responsible for reconciliation and collection of employee receivable balances (for personal expenses charged to corporate card in error).
Prepares month-end accrual for travel and entertainment expenses.
Supports month-end close for corporate card activities; includes pre-close validations for credit card liability.
Drives continued saving opportunities in the travel and expense related categories, including preparing analytics and sharing reporting with OSI Leadership
Identifies opportunities to consolidate spend within high dollar spend categories (i.e. air travel, hotels and car rentals) and negotiates and implements agreements with key vendors to help contain overall spend related to travel and other business related expenses
Represents the primary Subject Matter Expert (SME) for the Expense-related platforms
Prepares and provides training materials to the user community to ensure the sustainability of policies, processes, and controls.
Corporate Credit Card Program Administration: Manage day-to-day administration including card issuance and terminations, setting credit limits, merchant blocking, and program issues in compliance with company policies.
T&E Expense Reporting System Administration: Manage daily support tasks including configuration, monitoring and troubleshooting daily interfaces with the bank and internal financial systems, new user onboarding, and resolving system/ end user issues as needed.
Travel Management System Administration: Sets up new vendor relationships, supports rate uploads and configuration of policies/ rules.
Perform other duties as assigned.