Travel and Expense Administrator

RES•Denver, CO

1d•$30 - $36•Hybrid

About The Position

The Travel and Expense Administrator is responsible for administering the company’s travel and expense (T&E) programs to ensure timely, accurate, and policy-compliant expense payments. This role supports employees across multiple legal entities with expense inquiries, audits reports, manages corporate card activity, and partners closely with Payroll, Finance, and Procurement to maintain strong financial controls and a positive employee experience. This role will be hybrid requiring a minimum of 3 days in office.

Requirements

Associate’s degree in Accounting, Finance, or Business-related field preferred.
Minimum 2 years of experience in Travel & Expense, Accounts Payable, or a related finance function.
Proficiency in Microsoft Excel and experience with ERP systems.
Experience with expense management tools (e.g., Concur, Expensify, IFS).
Strong attention to detail, organization, and communication skills.

Responsibilities

Administer the company’s Travel and Expense (T&E) program and Corporate Card program in compliance with company policy
Serve as the primary point of contact for the Americas with our corporate travel service provider (Egencia), and with employees for travel, expense reports, and reimbursement questions
Administer the Egencia account, owning configuration, traveler onboarding/offboarding, traveler group structures, profile data integrity, and cost-center mapping
Design, configure, and maintain Out of Policy (OOP) flag rules across air, hotel, and car rental — including advance-purchase windows, fare-class rules, fare caps, and rate caps — and propose threshold adjustments based on observed booking behavior
Activate and maintain approval workflow layers (including executive routing for Business Class travel) and ensure price-tolerance settings are configured to prevent post-approval fare drift
Maintain the traveler segment hierarchy (executives, frequent travelers, business unit groups) and ensure policy rules are layered correctly across global, traveler-group, and trip-type dimensions
Own the relationship with the travel service provider (Egencia) account team, including the quarterly business review cadence, escalation of platform issues, and adoption of new product features
Assist the Accounts Payable Manager (program owner) with the Americas corporate card program (Ramp), supporting cardholder onboarding/offboarding, replacements, limit reviews, fraud events, cancellations, and delinquency follow-up
Review, audit, and process employee expense claims for accuracy, policy adherence, and proper documentation; approving expenses as final approver on behalf of the finance department.
Follow up with employees and managers on transaction discrepancies, missing receipts, delinquent activity, and policy exceptions, escalating to leadership as appropriate
Support month-end close activities related to travel and expense accounting
Coordinate with Payroll to ensure timely reimbursement and proper expense posting
Coordinate with Accounts Payable and Treasury to ensure the corporate card program is funded, which may include initiating mid-cycle payments
Resolve system errors that may occur with any of the participating software platforms (IFS, Ramp, Egencia); conduct user testing on system updates and assist with system implementation and data integrity initiatives as necessary
Maintain and update T&E policies, procedures, training and user guides and other electronic and physical files as needed
Build and maintain a self-refreshing T&E dashboard covering spend by category, traveler, project, and cost center; out-of-policy (OOP) trigger rates; and policy-savings realization
Produce a monthly Travel Compliance Pack covering OOP trigger rates, top OOP reasons, missed-savings (Best Fare Offered), online adoption rate, and traveler-group exceptions
Produce ad hoc analyses for Finance leadership (e.g., fare-cap calibration studies, hotel rate-cap reviews by metro, car rental utilization reviews)
Identify process improvement opportunities to increase efficiency, compliance, and user experience
Support internal and external audits (including Deloitte, year-end and interim) on T&E sampling, evidence retrieval, and control walkthroughs
Provide training sessions to employees in a variety of settings including large group, small group, one-on-one, virtual, in-person, pre-recorded, etc.
Participates on projects as assigned by management.
Attends work regularly and punctually, as scheduled or expected.
Complies with Employee Handbook, Code of Conduct and Company Policies & Procedures.
Provide bench strength to the AP team being able to assist with invoice processing, statement reconciliations, invoice inquiries, and pulling reports as needed.
Presents, supports, and leads-by-example with a safety and quality-oriented attitude.
Follows safety and security procedures and determines appropriate action.
Reports potentially unsafe conditions and uses materials and equipment properly.