Expense Program Administrator

Great Minds•Dc, DC

9d•Onsite

About The Position

Reporting to the Director, Corporate Services, the Expense Program Administrator will own day-to-day administration of Great Minds' Travel & Expense (T&E) program and corporate card program. This role will review and process expense reports, administer the corporate card program, support reconciliation, and deliver front-line employee and manager support in Concur Expense — ensuring accurate, timely, and policy-compliant expense and card activity across the organization.

Requirements

3 years of experience in expense administration, accounts payable, and/or corporate card administration when combined with an Associate’s degree or higher in accounting, business, or a related field
Experience with an expense management system
Strong attention to detail and ability to recognize when a situation falls outside routine guidelines and requires escalation
Clear, professional written communication for employee-facing policy guidance
Ability to handle sensitive financial information with discretion

Nice To Haves

3 years of experience in expense administration, accounts payable, and/or corporate card administration when combined with an Associate’s degree or higher in accounting, business, or a related field
Experience with an expense management system
Strong attention to detail and ability to recognize when a situation falls outside routine guidelines and requires escalation
Clear, professional written communication for employee-facing policy guidance
Ability to handle sensitive financial information with discretion

Responsibilities

Review and process expense reports in Concur Expense, ensuring compliance with T&E policy (itemized receipts, per diem limits, restricted-expense rules, alcohol policy).
Perform first-line review of expense reports for completeness and adherence to established guidelines, flagging policy violations, exceptions, and compliance concerns for further review.
Monitor turnaround time and troubleshoot delayed or stuck reports to keep reimbursements timely.
Support reconciliation of involuntary termination expenses and other non-standard cases per established workflows.
Process routine new card requests and standard cancellations/suspensions (e.g., employee-requested, standard offboarding) in coordination with HR and the card issuer.
Monitor card transactions for policy compliance and unusual activity, flagging suspected misuse or fraud for further review.
Support monthly reconciliation of card program activity, including bank-file discrepancy triage.
Coordinate the logistics of card program offboarding for departing employees, including initiating cancellation and tracking timelines.
Serve as the first point of contact for employee and manager questions on Concur Expense.
Deliver T&E training to new hires, cardholders, and managers.
Maintain delegate access, user setup, and basic troubleshooting within Concur.
Support Concur reporting needs (e.g., Expense Entry Analysis, Card Transaction Detail) for ad hoc requests.
Partner with Accounting, HR, and Payroll on expense- and card-related matters requiring coordination.
Provide expense and reconciliation support for large internal events as needed.
Crosstrain a designated backup team member on core review and monitoring tasks to ensure coverage during absences and peak volume.