Expense Operations Lead

Arctic Information Technology • Fargo, ND

233d • Remote

About The Position

The Expense Operations Lead is responsible for owning the company's expense reporting function, including policy development, process compliance, and leading the implementation of a future expense management system. This role oversees internal expense reporting and supports client-billable expense workflows to ensure accuracy, policy alignment, and readiness for billing integration. They administer the corporate credit card program and serve as the subject matter expert for expense reporting, partnering with Budget Owners, Supervisors, and other departments to support financial reporting and audit readiness. While not a people manager, this position leads the function and may evolve to include additional responsibilities such as travel coordination in the future.

Requirements

• Minimum 4 years of experience in managing corporate expense reporting or equivalent finance operations role.
• Bachelor's Degree in Accounting, Finance, or Business Administration preferred.
• Experience writing, implementing, and enforcing financial policies.
• Experience working within NetSuite or other enterprise ERP systems.
• Demonstrated experience participating in system implementation or transition projects.
• Prior ownership of a credit card program or similar financial control function.
• Strong process orientation and attention to compliance.
• Ability to manage functions independently in a remote work environment.
• Strong knowledge of the MS Office suite.
• Advanced/Super User level of expertise in MS Excel.
• Experience with government contracting organizations preferred.
• Valid driver's license and insurance.

Responsibilities

• Maintain a comprehensive understanding of all company travel activity and provide proactive guidance, clarification, and support for employees before, during, and after travel.
• Collaborate with key stakeholders including budget owners, project managers, and department leads to establish clear, trip-specific travel policies and guidelines.
• Oversee expense report reviews, corrections, policy compliance, and follow-up with staff on incomplete reports.
• Verify costs against receipts and ensure company expense policy adherence.
• Streamline expense-related procedures for efficiency and accuracy.
• Act as day-to-day lead for the expense reporting process: ensure timely submissions, reviews, escalations, and compliance tracking.
• Promote consistency and compliance in expense documentation, working closely with travelers to ensure accurate and policy-aligned reporting.
• Develop, maintain, and drive alignment of company-wide expense-related policies and processes.
• Create documentation on expense procedures and provide training to employees, supervisors, and project managers.
• Administer the corporate credit card program, including controls, card issuance, limits, and fraud monitoring.
• Serve as subject matter expert (SME) for all things expense-related across the organization.
• Act as a key team member in the transition from manual/legacy expense tools to a future expense management system.
• Monitor and report on expense KPIs, including submission timeliness, policy exceptions, reimbursement turnaround, and audit readiness.
• Provide reporting and insights to leadership on expense trends, compliance, and policy exceptions.
• Assist in budget preparation and expense control activities.
• Analyze financial statements to determine monthly expenses.
• Participate in assembling financial data for internal and external audits.
• Ensure all documentation is organized and readily available for auditors.
• Protect the organization's value by maintaining strict confidentiality of financial information.
• Act responsibly and ethically when working with sensitive financial information.
• Comply with local, state, and federal financial regulations, as well as the regulations established by the company itself.
• Assist the Controller in performing special projects related to finance and accounting.
• Perform other duties assigned to support the finance team and company operations.

Benefits

• Reasonable accommodations for qualified individuals with physical or mental disabilities.
• Preference to qualified Doyon Shareholders and other Alaska Native corporations in employment and training.
• Equal opportunity employer complying with non-discrimination obligations.

What This Job Offers

• Job Type: Full-time
• Career Level: Mid Level
• Industry: Professional, Scientific, and Technical Services
• Education Level: Bachelor's degree