Travel and Expense Operations Coordinator

Zillow

1d•Remote

About The Position

As a Travel and Expense Operations Coordinator, you will join Zillow’s Procurement & Financial Services organization on a small, high-impact team responsible for travel, expense, corporate card, and executive aviation. This is an exciting time to join as the team continues maturing processes, strengthening controls, and building more durable operating rhythms across the program. The Travel and Expense Operations Coordinator owns day-to-day execution and operational stability across Corporate Card, Expense Operations, and Executive Aviation support. This role runs the operational engine behind the Travel and Expense program. Zillow is looking for an operational administrator focused on problem-solving, system improvement, vendor management, and sound execution. In this role, you will be expected to reflect Zillow’s Core Values through disciplined execution, strong judgment, and consistent follow-through, including: Consumers are our North Star (Quality and meaningful impact), Do the Right Thing (Integrity), Turn on the Lights (Responsible transparency and clarity), Own It (Accountability and drive), and We Play to Win (Excellence and Resilience).

Requirements

2+ years of experience in Travel, Expense, Corporate Card, or Financial Operations
Experience in finance operations, shared services, T&E, corporate card, AP/expense operations, or a control-focused operations environment
Strong control orientation and comfort enforcing policy consistently and fairly
Proven ability to drive accountability across partners
Strength in operational governance: SLAs, workflows, documentation, and escalation management
Clear written and verbal communication grounded in facts, context, and “the why”
Strong attention to detail and comfort with recurring cycles and operational rigor

Nice To Haves

Experience governing BPO/outsourced operations (SLA management, quality controls, performance routines)
Experience building or maintaining SOPs, control documentation, and audit artifacts
Experience with corporate card and expense platforms and reporting tools (Workday Expense, CTM (Corporate Travel Management), ServiceNow, JP Morgan Chase PaymentNet, Ramp experience a plus)

Responsibilities

Day-to-day maintenance and support of the Zillow Group corporate card and expense program, monitoring employee inquiries, providing employees assistance with travel, expense and corporate card challenges, and identifying opportunities for program enhancements
Guide employee behavior to existing travel, expense, and corporate card policies with consistency and rigor
Partner with T&E Program Managers to ensure operational continuity and risk mitigation. Program Managers own strategy, systems, and roadmap; this role owns day-to-day execution, monitoring, and operational governance.
Maintain audit-ready documentation, reporting accuracy, and timely issue resolution
Escalate compliance risks proactively and with clear supporting facts and context.
Monitor control adherence, identify gaps, and drive corrective actions to reduce compliance risk
Track KPIs and operational metrics to ensure stable, repeatable performance
Provide day-to-day tactical oversight of the BPO team (3 people) to ensure consistent execution.
Own SLA tracking, reporting, and performance follow-up.
Escalate performance gaps and drive corrective actions.
Serve as first escalation point when BPO team needs assistance with communications or interactions with employees
Collaborate with Travel, Expense and Card Program Managers to ensure contracted SLAs, controls, and workflow are completed
Hold partners accountable to defined roles, responsibilities, and handoffs
Partner with Travel, Expense and Card program managers to identify and implement opportunities for process automation and implement structured process improvements.
Own management of day-to-day operational executive aviation services
Serve as a reliable operational point of contact for senior executives and executive assistants.
Coordinate scheduling logistics, vendor execution, and issue resolution with discretion and professionalism
Manage the relationship with executive aviation vendors
Review, validate, and process invoices for executive aviation and related executive expenses
Ensure compliance with internal policies and reporting requirements. As needed, coordinate with Legal and Tax to provide clarity around individual
Own monthly, quarterly, and annual reporting for executive aviation and executive perks
Maintain documentation and controls to support audit and compliance standards