Expense Reporting Specialist Expense Reporting Specialist Expense Reporting Specialist

Volkswagen AG•Ajax, ON

11d•Hybrid

About The Position

The VGCA Accounting Shared Services Centre provides essential back office accounting functions for General Ledger, Inventory, Accounts Receivable and Affiliates, Accounts Payable, and Fixed Assets for multiple VW Group Companies including Volkswagen, Audi, Bentley, Lamborghini, Factory Production, CARIAD, MOIA, Scout Motors and Electric Vehicle Infrastructure. The Expense Report Specialist is responsible for the administration and maintenance of the Concur expense reporting system as well as oversight of the corporate credit card program including and its timely collection. This role ensures the accurate and timely review of employee expense reports in compliance with corporate policies and procedures for Volkswagen Group Canada and Volkswagen Group of America. These policies apply to employees across multiple entities, including Audi Canada, Volkswagen Credit Canada Inc., Audi of America, Bentley Motors Inc., Volkswagen Credit Inc., Electrify America, Automobili Lamborghini, CARIAD and Chattanooga Operations. In addition, the Expense Report Specialist supports external and internal audit requirements and prepares monthly and ad-hoc controlling and tax-related reports, as required.

Requirements

Bachelor's degree or diploma in Business Administration or related discipline
3+ years experience in a professional office environment
Proficient in Microsoft Office applications, with a minimum of intermediate Microsoft Excel skills (e.g., formulas, data analysis, reconciliations).
Strong ability to apply corporate policies consistently across a wide range of scenarios using sound judgment, logic, and prior experience.
Demonstrated focus on process optimization and continuous improvement, with an eye toward efficiency and accuracy.
Ability to communicate clearly, professionally, and effectively in person, over the phone, and via email.
Proven capability to interact with employees at all levels of the organization.
Strong conflict resolution and problem‑solving skills, applied with professionalism and tact.
Ability to influence others and collaborate effectively within a team environment.
Excellent attention to detail, with strong organizational and time‑management skills.
Adaptable and able to perform effectively in a dynamic, deadline‑driven environment.
Positive, proactive attitude, with the ability to work independently as well as part of a team.

Nice To Haves

Strong knowledge of SAP Concur expense management system and SAP Finance / Accounting (SAP FI), including experience supporting expense processing, integrations, reconciliations, and reporting.

Responsibilities

Provide training and guidance to employees on the Concur expense reporting system, upon request and in coordination with the U.S. Travel, Meetings, and Events team.
Act as a primary support contact for all employees regarding expense reporting inquiries, ensuring timely resolution while consistently enforcing company policies.
Serve as Administrator for the Concur system, including: Maintenance of employee and cardholder profiles, Investigation of payment issues and system error reports, Troubleshooting system issues in collaboration with IT support teams
Liaise with the expense reporting tool vendor to ensure service levels meet expectations and issues are resolved promptly.
Reconcile unsubmitted employee expenses between the expense reporting system and corporate credit card account data.
Prepare manual expense reports as required to support business operations.
Support the Expense Report Coordinator with daily interface processing between Concur and SAP, including investigation and resolution of processing issues.
Perform assigned monthly general ledger reconciliations, investigating and resolving variances in a timely manner.
Prepare and submit manual payment remittance details to the commercial bank to facilitate corporate credit card clearing.
Prepare monthly corporate credit card delinquency reports, follow up on overdue balances, and escalate matters as required to Management, Human Resources, and Controlling.
Generate and deliver ad hoc Concur expense-related reports as requested by stakeholders.
Review, approve, and submit monthly Travel Airfare upload files for processing.
Prepare annual German VAT filings for Canada and the United States.
Prepare annual meals and entertainment tax reports in compliance with regulatory requirements.
Ensure all ICFR documentation, process narratives, and templates related to expense reporting are prepared, tested, maintained, and compliant.
Provide audit samples, documentation, and analysis related to expense reporting for internal and external audits across all supported entities.
Distribute, monitor, and support the Expense Report Coordinator with audit queue management and workload prioritization.
Provide oversight and support for monthly Controlling and business reporting activities related to expenses.
Lead or represent Accounting Shared Services in Concur-related projects, enhancements, and change initiatives.
Maintain, update, and continuously improve desk procedures and process documentation.
Identify, communicate, and implement process improvement opportunities, with a focus on automation, efficiency, accuracy, and control enhancement.

Benefits

Competitive compensation and comprehensive benefits
Opportunities for growth and development
A flexible, collaborative work culture
The chance to work with innovative Volkswagen and Audi vehicles
Health Insurance Coverage: We offer comprehensive health, dental, and visioncare, including a flexible plan to ensure employees and their families have access to quality healthcare tailored to their needs.
Health Spending Account: Extra support for your wellness needs.
Compensation: We recognize individual contributions and share company success through our Merit Program, fostering a pay-for-performance culture.
Vehicle Leasing and Purchase Programs: Employees and eligible family members can lease vehicles annually at discounted rates, providing convenience and cost savings.
Work Environment: Our facility inspires creativity and productivity, fostering an empowering hybrid work environment (where applicable) allowing employees can perform at their best.
Volunteer Days: These days allow employees to support meaningful charities aligned with our values and social responsibility.
Company Designated Holidays: We recognize the importance of celebrating the holiday season with our team. Therefore, we reserve specific company holidays in December to ensure employees can enjoy the festivities.
Wellness Programs: We prioritize our employees’ holistic well-being through initiatives like discounted gym memberships and mental health resources to support physical, mental, and emotional health.