Travel and Expense Coordinator

DataOne Systems • Dallas, TX

4d

About The Position

The Travel & Expense Coordinator is a new role focused on helping employees successfully navigate the company’s travel and expense processes. This position provides hands-on support and training to travelers, answering day-to-day questions, and assisting with expense reports and bookings. The ideal candidate is approachable, organized, and enthusiastic about being a go-to resource for all things travel and expense. This role is highly interactive and employee-facing. The coordinator will serve as the first line of support for travelers—available via email, chat, or an open Webex session during business hours for drop-in help and training.

Requirements

• Strong written and verbal communication skills with a customer-service mindset.
• Highly organized with the ability to manage multiple requests and priorities.
• Comfortable providing live support and training via video and screen-sharing tools.
• Detail-oriented with the ability to identify patterns and recurring issues.
• Ability to work independently while knowing when to escalate issues.
• Comfortable working in systems such as Navan, Workday, and corporate card platforms (or similar tools).
• Professional judgment and discretion when handling sensitive employee and financial information.

Responsibilities

• Act as the first point of contact for all travel and expense inquiries by owning the shared travel inbox and providing live Webex support.
• Assist employees with travel bookings, itinerary changes, confirmations, and use of travel tools.
• Support employees with creating, correcting, and submitting expense reports, including targeted follow-up for recurring issues.
• Provide one-on-one and group training to travelers and maintain tracking of repeat infractions.
• Review ticketed itineraries and bookings in Navan to identify high-cost or non-compliant travel for follow-up or training.
• Send routine communications related to overdue expenses, unused credits, policy reminders, and travel guidance.
• Support onboarding and offboarding by training new hires, coordinating corporate card setup, and ensuring account access is accurate.
• Maintain traveler rewards program participation and assist with corrections or upgrades.
• Maintain internal documentation, tracking tools, and training materials.
• Identify trends or risks and escalate appropriately to the Travel & Expense Team Lead.
• Stay current on system and policy changes and communicate updates to employees.

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level
• Education Level: No Education Listed
• Number of Employees: 51-100 employees