The Travel Expense Administrator is responsible for all aspects of travel expense processing and enforcing company policies and procedures. They coordinate business travel expenses for employees and supported travelers consistent with organizational policies and cost guidelines. They reconcile and support expense report processing, credit card reconciliation, journal entries, vendor payments, etc. The Administrator supports and participates in the implementation and training of new travel programs, projects, policies, and procedures.
Accountabilities:
Follows departmental, project and funder policies and procedures ensuring compliance.
Processes expense reimbursements and administrative workflow.
Processes reconciliation and administrative workflow for traveler expense reports.
Processes vendor bills, journal entries, vendor payments, general ledger (GL) items, etc.
Reconciles credit card accounts and processes payments.
Ensures files are processed per departmental, project and funder requirements.
Resolves and reports travel and expense (T&E) issues and follows through with resolution.
Responds to questions from employees, clients, supported travelers and partners.
Performs other duties assigned.
Applied Knowledge & Skills:
Proficiency on related travel expense systems; Excel, Costpoint, Deltek.
Articulate, professional and able to communicate in a clear, positive manner.
Excellent interpersonal and telephone skills
Excellent organizational skills.
Ability to work in a fast-paced, customer-driven environment.
Ability to multi-task, prioritize, and manage time effectively in a high stress environment.
Strong decision-making, problem-solving, and project management skills.
Ability to work under pressure with specific deadlines and attention to detail.
Ability to work independently and in a team environment.
Ability to meet deadlines and manage staff effectively to accomplish goals.
Excellent oral and written communication skills and proficiency in English.
Qualifications:
Associate's degree or its International Equivalent in a Related Field.
Must be proficient in Costpoint/Deltek financial system related to travel expense processing.
5+ years' relevant travel coordination / reimbursement and administrative support experience.
Prior experience with USG regulations required.
Domestic and international corporate travel expense reconciliation experience required.
Prior experience in a non-governmental organization (NGO) preferred.
Typical Physical Demands:
Typical office environment.
Ability to spend long hours looking at computer screen and doing repetitive work on a keyboard.
Ability to sit and stand for extended periods of time.
Ability to lift 5 lbs.
Technology to be Used:
Computer, Microsoft Office 365 (i.e. Word, Excel, PowerPoint, Skype/TEAMS, e- mail), office telephone, cell phone and printer/copier. Costpoint & Deltek expense programs and modules.
Travel Requirements:
Less than 10%
Disclaimer: Note the Compensation Band that appears on the job description is associated with those jobs assigned to the US Salary Structure and employees that are paid from US payroll. The Compensation Band for all national local employees aligns to the Compensation Structure based on the Country location of the job.
The expected hiring salary range for this role is listed below. FHI 360 pay ranges represent national averages that vary by geographic location. When determining an offer amount, FHI 360 factors in multiple considerations, including but not limited to: relevant years of experience and education possessed by the applicant, internal equity, business sector, and budget.
Base salary is only one component of our offer. FHI 360 contributes 12% of monthly base pay to a money purchase pension plan account. Additionally, all US based staff working full-time, which is calculated at 40 hours/week, receive 18 days of paid vacation per year, 12 sick days per year, and 11 holidays per year. Paid time off is reduced pro rata for employees working less than a full-time schedule.
Hiring Salary Range: $50,000 - $80,000
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This job posting summarizes the main duties of the job. It neither prescribes nor restricts the exact tasks that may be assigned to carry out these duties. This document should not be construed in any way to represent a contract of employment. Management reserves the right to review and revise this document at any time.
FHI 360 is an equal opportunity and affirmative action employer whereby we do not engage in practices that discriminate against any person employed or seeking employment based on race, color, religion, sex, sexual orientation, gender identity, national or ethnic origin, age, marital status, physical or mental disability, protected Veteran status, or any other characteristic protected under applicable law.
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