Senior Expense Reimbursement Coordinator

Proskauer•New York, NY

6h•$65,000 - $85,000•Onsite

About The Position

The Senior Expense Reimbursement Coordinator is responsible for administering the Firm’s travel and expense (T&E) reimbursement process and ensuring expense reports are processed accurately, timely, and in accordance with Firm policies and internal controls. This position serves as a key resource to partners, lawyers, and staff regarding expense reimbursement policies and procedures and is responsible for providing a high level of responsive, professional customer service. The role works closely with members of the Finance team and other Firm personnel to resolve reimbursement issues, maintain accurate financial information, support audit requirements, and identify opportunities to improve processes and controls.

Requirements

Bachelor’s degree in Accounting, Finance, Business Administration, or a related field required.
3+ years of relevant experience in accounts payable, expense reimbursement, T&E administration, or a related finance function; experience within a law firm or other professional services environment preferred.
Strong customer-service orientation with demonstrated ability to communicate professionally, diplomatically, and effectively with partners, lawyers, senior-level professionals, staff, and other stakeholders.
Ability to interpret and consistently apply Firm policies while exercising sound judgment when addressing exceptions, questions, and sensitive reimbursement matters.
Excellent attention to detail and demonstrated commitment to accuracy, completeness, and data integrity.
Self-motivated and proactive, with the ability to work independently, take ownership of issues, and drive matters through to timely resolution.
Ability to handle confidential and sensitive financial information with appropriate discretion and professionalism.

Nice To Haves

experience within a law firm or other professional services environment preferred

Responsibilities

Administer the Firm’s travel and expense (T&E) reimbursement process, ensuring timely and accurate processing of expense reports in accordance with Firm policies and established procedures.
Enforce the Firm’s T&E Policy and review expense submissions for compliance, including appropriate documentation, business purpose, approvals, expense classifications, and applicable spending limits.
Review and audit expense reports submitted through Chrome River for accuracy, completeness, appropriate coding, required supporting documentation, and compliance with Firm policies; ensure expense coding and approval routing are accurate and consistently applied.
Ensure Chrome River approval workflows and routing are properly configured and operating in accordance with Firm policies, authorization levels, and internal control requirements.
Verify that expense reimbursements and related disbursements have been properly authorized prior to payment and that all required supporting documentation has been provided and retained.
Provide a high level of responsive and professional customer service to attorneys and staff regarding expense reimbursements, Firm T&E policies, Chrome River procedures, and payment status; communicate policy requirements and resolve questions or discrepancies in a clear, diplomatic, and solutions-oriented manner.
Identify and resolve policy exceptions, incomplete submissions, duplicate or potentially erroneous expenses, coding issues, and other discrepancies; work directly with partners, lawyers, and staff to obtain necessary clarification, documentation, approvals, or corrections.
Serve as a knowledgeable resource to partners, lawyers, and staff regarding the Firm’s T&E Policy, Chrome River procedures, expense report requirements, reimbursement status, and related processes.
Support internal and external audits of the T&E reimbursement process, respond to auditor inquiries, provide requested documentation, and coordinate corrective actions necessary to address identified deficiencies.
Assist with testing, implementation, and ongoing enhancements of Chrome River, Aderant, and other financial systems and processes impacting expense reimbursements.
Identify, recommend, and support process improvements designed to strengthen internal controls, enhance policy compliance, improve data accuracy, increase efficiency, and streamline the expense reimbursement process.
Prepare and provide reimbursement-related reports, reconciliations, schedules, and ad hoc analyses as requested by Finance management.
Perform other related duties and special projects as assigned.