Corporate AP Travel and Expense Specialist - Applied Research Associates, Inc

The Accounts Payable Travel and Expense Specialist will assist with booking travel and entering employee expense reports, as well as provide business process expertise and assistance to employees completing their own Concur expense reports.  Work closely with employees in interpreting company policies and procedures and provide training/guidance on how to process travel expense reports (TERs) and/or goods and services employee reimbursements (GSERs). Ensure expense reports are submitted in a timely and compliant manner.  Assist with the review and approval of Concur TERs and GSERs in accordance with company policies and procedures. Support the Concur user helpdesk to ensure all inquiries are addressed and when necessary, ensure documents are updated for future reference.  Support company initiatives and projects that impact Travel and Expense systems or policies, and contribute to system and process improvements.  Provide support with configuration and integration testing. Provide backup support to the ARA AP Travel Analyst. Maintain travel forms and travel FAQ. Provide AP department support as necessary and other duties as assigned. This position reports to the Accounts Payable Manager.

Interested in becoming an employee-owner and joining our team? Here’s what you can expect in your role as our Accounts Payable Travel and Expense Specialist:

 

Travel Coordination

• Books domestic and international travel including flights, lodging accommodations, transportation and other travel-related services
• Ensures travel arrangements are cost effective, within company policy, and align with traveler’s preferences
• Communicate travel itineraries, confirmations, and any necessary travel documentation to travelers
• Handles changes or cancellations of travel plans as needed
  • Tracks airfare credits

Expense Management

• Processes expense reports using Concur Solutions T&E system, ensuring accuracy and compliance with company policies
• Obtains and verifies all necessary receipts and documentation for expenses submitted
• Ensures expenses paid by company credit card are properly accounted for

• Ensures reimbursements are submitted in a timely manner

Policy Compliance

• Maintains a thorough understanding of the company’s travel and expense policies
• Ensures all travel and expense activities comply with internal policies and government travel guidelines
• Provides guidance to travelers on expense submission and travel policy adherence

Communication and Reporting

• Serves as help desk point of contact for travel and expense-related inquiries
• Generates and analyzes reports on travel and expense activities, identifying areas for cost savings or process improvements
• Processes reports and reconciliations as backup support to the ARA Travel Analyst

Required qualifications:

• High school diploma or equivalent
• 5 - 6 years relevant experience including at least 3 years with Concur Solutions T&E system or similar application
• Familiarity with corporate travel and company procedures
• Skilled in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook, Teams)
• Strong attention to detail and excellent verbal and written communication skills as well as interpersonal skills to effectively interact and present to employees of all levels
• Strong customer service and ability to handle sensitive and confidential information with discretion and ability to act as a liaison and facilitate problem resolution
• Excellent organizational skills with the ability to manage and prioritize multiple tasks, stay focused though regular interruptions, and work independently
• Flexible and comfortable with change, willing to take on challenges, and work in a fast-paced environment
• High degree of dedication to improvement and strong sense of ownership

Qualifications - What You Need to be Successful:

• Strong knowledge of accounting, travel expense reports, and company travel policies
• Experience as a functional user of the Concur Solutions T&E system or similar application

How You Can Stand Out:

• Prior accounting work experience with a government contractor
• Strong understanding of the Federal Acquisition Regulations (FAR) and Joint Travel Regulations (JTR), especially pertaining to travel documentation requirements
• Experience with system implementation and/or process improvements
• Proficient Excel skills (i.e., V-Lookup, Pivot Tables etc.)

This is a full-time, non-exempt position

REMOTE WORK NOTICE:  A remote work schedule may be available for qualified candidates.

Experience

Required

• 5 - 6 years: Proven experience with company travel program administration, including booking travel and completion of expense reports

Preferred

• Prior working experience with Concur Solutions

Education

Required

• High School or better

Behaviors

Preferred

• Team Player: Works well as a member of a group
• Loyal: Shows firm and constant support to a cause
• Functional Expert: Considered a thought leader on a subject
• Enthusiastic: Shows intense and eager enjoyment and interest
• Detail Oriented: Capable of carrying out a given task with all details necessary to get the task done well
• Dedicated: Devoted to a task or purpose with loyalty or integrity

Motivations

Preferred

• Self-Starter: Inspired to perform without outside help
• Goal Completion: Inspired to perform well by the completion of tasks
• Flexibility: Inspired to perform well when granted the ability to set your own schedule and goals
• Ability to Make an Impact: Inspired to perform well by the ability to contribute to the success of a project or the organization

Equal Opportunity Employer/Protected Veterans/Individuals with Disabilities

The contractor will not discharge or in any other manner discriminate against employees or applicants because they have inquired about, discussed, or disclosed their own pay or the pay of another employee or applicant. However, employees who have access to the compensation information of other employees or applicants as a part of their essential job functions cannot disclose the pay of other employees or applicants to individuals who do not otherwise have access to compensation information, unless the disclosure is (a) in response to a formal complaint or charge, (b) in furtherance of an investigation, proceeding, hearing, or action, including an investigation conducted by the employer, or (c) consistent with the contractor’s legal duty to furnish information. 41 CFR 60-1.35(c)

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