Travel & Expense Coordinator

TCWGlobal•San Diego, CA

5d•Remote

About The Position

Our client is a growing biopharmaceutical company focused on developing and delivering innovative treatments for patients with serious and rare diseases. The company is committed to improving patient outcomes while continuing to expand its teams and operations. About the Role We are looking for a Travel & Expense Coordinator to join the accounting team and provide day-to-day support for the company’s employee expense and corporate card programs. The primary focus of this role will be reviewing and auditing employee expense reports in Concur, helping employees with questions, ensuring expenses are properly coded, and completing expense and card reconciliations. This person will work closely with employees and the existing Concur team, so attention to detail, professionalism, patience, positive attitude, and strong communication skills are extremely important. The role will also provide backup support to Accounts Payable when needed, including invoice data entry, vendor statement reconciliation, and vendor onboarding. AP experience is a bonus, but the primary responsibility is Travel & Expense/Concur support.

Requirements

4-8 years of experience in Travel & Expense reviewing and processing
Hands-on experience with Concur
Experience in reviewing and auditing employee expense reports in Concur
Experience reviewing corporate credit card/P-Card transactions.
Experience to perform Concur expense reconciliations using Excel and other internal tools.
Experience supporting corporate Amex or P-Card programs reconciliations
Some understanding of GL coding, account classifications, and cost centers.
Strong Microsoft Excel skills, including reviewing, organizing, comparing, and reconciling financial data.
Experience working with an ERP or accounting system such as NetSuite, Coupa, JD Edwards, or a similar system.
Experience to review financial transactions carefully and identify errors, inconsistencies, and missing information.
Strong attention to detail; experience to review a large number of expense reports and transactions and must catch coding errors, missing information, and inconsistencies.
Requires professional and polished email and chat communication skills
Requires a customer-service mindset in a highly employee-facing role; genuinely enjoys helping people.
Professional, patient, positive, and customer-focused personality.
Must have a team-oriented mind set working with existing Concur team member and other Accounting/AP team members.
Comfortable being a backup for AP as needed (invoice data entry, vendor reconciliations, vendor onboarding etc)
Ability to handle confidential financial and employee information professionally.

Nice To Haves

Previous Accounts Payable experience.
Experience with invoice processing or invoice data entry.
Experience with vendor statement reconciliations.
Experience with vendor onboarding.
Experience supporting month-end close/reconciliations.
Experience with another employee expense management system if Concur experience is not available.
Experience working in a SOX-controlled or highly regulated environment.

Responsibilities

Provide day-to-day support for Concur and employee expense reports.
Review and audit employee expense reports to ensure expenses are accurate, properly documented, and follow company policies.
Review corporate purchasing card (P-Card) transactions and identify errors, missing information, or policy issues.
Review expense GL coding and account classifications to ensure transactions are coded correctly.
Research and resolve expense discrepancies and work with employees to obtain missing or corrected information.
Respond to employee questions regarding Concur, expense reports, company expense policies, and reimbursement processes.
Provide guidance and basic Concur training/support to employees, including helping new employees understand the expense process.
Work closely with the existing Concur team member to manage the volume of expense reports and employee questions.
Maintain accurate records and documentation related to travel and expense transactions.
Perform Concur expense reconciliations using Excel and other internal tools.
Reconcile multiple accounts associated with employee expenses and corporate cards, including: American Express (Amex) Purchasing/P-Card accounts, Concur/direct reimbursement activity.
Research and resolve reconciliation discrepancies.
Review transactions to ensure expenses are properly coded to the correct GL account and cost center.
Assist with month-end reconciliation and reporting activities.
Maintain organized supporting documentation for reconciliations and financial records.
Provide backup support to Accounts Payable when team members are out of the office or additional support is needed.
Assist with invoice data entry and review invoice information for accuracy.
Assist with GL coding and other basic AP-related data entry.
Assist with vendor statement reconciliations when needed.
Provide backup support for vendor onboarding, including collecting and reviewing required information.
Assist with responding to vendor inquiries when needed.
Support other AP activities as assigned.
Work closely with Accounting, Accounts Payable, Procurement, HR, employees, and other internal teams to resolve questions and issues.
Communicate professionally and patiently with employees regarding expense questions and policy requirements.
Provide timely and helpful responses through email, chat, and other communication channels.
Build positive working relationships with employees and internal stakeholders.
Maintain professionalism when handling questions, corrections, or policy-related issues.
Take ownership of assigned tasks and follow through to completion.
Assist with other accounting operations and special projects as needed.