Office Administrator

Trace Systems•Mclean, VA

4d•Onsite

About The Position

Trace Systems is actively seeking an energetic and professional Office Administrator for our office in McLean, VA. This role will primarily focus on expense report administration with a variety of office administrative and related tasks as requested. Essential duties and responsibilities: Carefully examine submitted expense reports, verifying receipts, coding expenses to the correct category, and checking for adherence to company travel and expense policies. Input expense details into the expense management system (e.g., Costpoint) accurately, ensuring proper data integrity. Identify potential policy violations, such as excessive spending or improper expense categories, and escalate issues to relevant stakeholders. Conduct regular audits of expense reports to identify discrepancies and ensure accuracy. Investigate and address any questions or issues related to expense reports, communicating with employees to clarify details if necessary. Create reports on expense trends and spending patterns to provide insights to management. Provide guidance to employees on proper expense reporting procedures and answer questions regarding policies related to functional area. Maintain user access within the expense management system, update system configurations as needed, and troubleshoot technical issues. Welcome on-site visitors, determine nature of business, and announce visitors to appropriate personnel. Maintain security by following procedures; monitoring logbook; issuing visitor badges. Receive, sort, and route incoming mail, stock reception, conference room, common areas, and kitchen. Coordinate meetings/conferences, set up conference, etc. Perform additional related duties and responsibilities as required.

Requirements

Due to the nature of the work, US Citizenship is required.
1 year of administrative experience.
Keen attention to detail, with an ability to thoroughly review expense reports and identify errors or inconsistencies.
Analytical skills to be able to evaluate expense data to identify potential issues and trends.
Strong communication skills to effectively interface with employees regarding expense reporting procedures and address any concerns.
Organizational skills to be able to efficiently manage a high volume of expense reports while maintaining accuracy.
Demonstrated intermediate expertise in all of the following: Microsoft Excel, Microsoft Word, Microsoft SharePoint, Microsoft Outlook, and Adobe Acrobat Pro

Nice To Haves

Familiarity with expense management software (e.g., Costpoint).
Understanding of basic accounting principles and expense categories.

Responsibilities

Carefully examine submitted expense reports, verifying receipts, coding expenses to the correct category, and checking for adherence to company travel and expense policies.
Input expense details into the expense management system (e.g., Costpoint) accurately, ensuring proper data integrity.
Identify potential policy violations, such as excessive spending or improper expense categories, and escalate issues to relevant stakeholders.
Conduct regular audits of expense reports to identify discrepancies and ensure accuracy.
Investigate and address any questions or issues related to expense reports, communicating with employees to clarify details if necessary.
Create reports on expense trends and spending patterns to provide insights to management.
Provide guidance to employees on proper expense reporting procedures and answer questions regarding policies related to functional area.
Maintain user access within the expense management system, update system configurations as needed, and troubleshoot technical issues.
Welcome on-site visitors, determine nature of business, and announce visitors to appropriate personnel.
Maintain security by following procedures; monitoring logbook; issuing visitor badges.
Receive, sort, and route incoming mail, stock reception, conference room, common areas, and kitchen.
Coordinate meetings/conferences, set up conference, etc.
Perform additional related duties and responsibilities as required.