Expense & Operations Coordinator

Summary of Position

The Expense & Operations Coordinator supports Accounting by managing several day-to-day operational programs, including the company travel platform, corporate purchasing cards, expense management platform, uniform inventory and distribution, and office operations. This role is responsible for maintaining these programs, monitoring and auditing activity, keeping purchasing within approved budgets, coordinating requests, ordering supplies, and ensuring employees have the resources needed to support daily operations.

The ideal candidate is highly organized, responsive, and comfortable managing a high volume of requests across multiple systems. This role requires strong attention to detail, follow-through, and the ability to independently resolve routine issues while escalating exceptions when appropriate. Responsibilities are divided across the team to maintain segregation of duties, and team members are cross-trained to provide coverage.

Essential Duties and Responsibilities

Travel Administration

·   Serve as an administrator for the company travel platform.

·   Create and maintain employee traveler profiles and appropriate system access.

·   Assist employees with travel platform questions, booking issues, and other routine support needs.

·   Coordinate with the travel provider to troubleshoot system or account issues.

·   Maintain accurate traveler information and remove access when employees leave the organization or no longer require travel privileges.

·   Support implementation and administration of company travel policies within the platform.

·   Identify travel transactions or booking activity requiring additional review and escalate exceptions as appropriate.

·   Assist Accounting and leadership with travel reporting and other travel-related administrative needs.

·   Monitor travel spend against budget, enforce booking policy, manage unused ticket credits, and identify cost-saving opportunities.

Corporate Card Administration

·   Administer the company’s Divvy corporate card program.

·   Issue, modify, suspend, and deactivate physical and virtual cards based on approved business needs.

·   Maintain cardholder information, spending limits, and appropriate account access.

·   Coordinate card requests and replacement cards.

·   Monitor card activity and follow up on missing receipts, documentation, coding, or other required information.

·   Assist employees with routine Divvy questions and troubleshoot card or account issues.

·   Support Accounting with corporate card reconciliation and reporting.

·   Maintain accurate records related to card issuance, changes, and deactivations.

·   Escalate unusual transactions, policy exceptions, or potential misuse to Accounting leadership.

·   Periodically review card limits and spending controls against department budgets and business need.

Expense Management

·   Manage and monitor the company expense management platform.

·   Audit expense submissions for required documentation, appropriate coding, and compliance with company policy.

·   Follow up with employees and Managers regarding missing receipts, incomplete documentation, or outstanding expenses.

·   Monitor expense activity and escalate unusual transactions, policy exceptions, or potential misuse to Accounting leadership.

·   Assist employees with expense platform questions and troubleshoot routine account or submission issues.

·   Support Accounting with expense reporting, reconciliation, and month-end activities.

·   Maintain accurate user access and remove access when employees leave the organization or no longer require it.

·   Identify recurring issues and opportunities to improve the expense submission and approval process.

Uniform Inventory and Distribution

·   Manage company uniform inventory, including receiving, organizing, tracking, and maintaining appropriate stock levels.

·   Process uniform requests and coordinate shipments to employees and DaBella locations.

·   Maintain accurate records of uniform inventory, distribution, and shipments.

·   Monitor inventory levels and identify when additional inventory needs to be ordered.

·   Coordinate with vendors regarding orders, availability, delivery issues, and discrepancies.

·   Verify incoming shipments against purchase orders or expected quantities.

·   Coordinate replacement or additional uniform requests in accordance with company guidelines.

·   Track shipments and resolve delivery issues as needed.

·   Identify opportunities to improve inventory management and reduce unnecessary or excess purchases.

·   Manage uniform purchasing within the approved budget and enforce allotment and replacement guidelines.

Office Operations and Supplies

·   Maintain the corporate office to ensure supplies, materials, and other operational needs are available.

·   Monitor office supply inventory and place orders within established budgets.

·   Coordinate deliveries and maintain organization of office supplies and shared resources.

·   Manage relationships with office supply and other applicable vendors.

·   Monitor purchasing activity and identify opportunities to control unnecessary spending.

·   Coordinate with internal teams regarding office needs, special requests, and supplies.

·   Support other day-to-day office operational needs as assigned.

Accounting and Administrative Support

·   Maintain accurate documentation and records associated with assigned programs.

·   Assist with invoice review, coding, reconciliation, and other administrative Accounting activities related to travel, corporate cards, expenses, uniforms, and office operations.

·   Coordinate with Accounting, HR, Operations, and other departments to resolve questions and discrepancies.

·   Prepare recurring and ad hoc reports related to travel, card activity, expenses, inventory, and program costs including spend-versus-budget and variance reporting.

·   Assist with audits by providing requested documentation and transaction records.

·   Follow established internal controls and ensure appropriate approvals are obtained before processing requests.

·   Identify recurring issues and recommend improvements to administrative processes.

·   Support additional Accounting projects and administrative responsibilities as assigned.

Qualifications

·   2+ years of experience in accounting support, expense administration, office operations, purchasing, inventory management, or a related administrative function.

·   Strong organizational skills with the ability to manage multiple requests and deadlines simultaneously.

·   High attention to detail and accuracy when working with financial information, inventory, and employee records.

·   Comfortable working in multiple technology platforms and learning new systems.

·   Proficiency with Microsoft Excel and other Microsoft Office applications.

·   Strong written and verbal communication skills.

·   Ability to work independently and resolve routine issues without significant oversight.

·   Sound judgment and ability to recognize when an issue requires escalation.

·   Comfortable enforcing policy and budget limits with employees and managers.

·   Ability to handle financial and employee information with appropriate confidentiality.

Preferred Skills

·   Experience administering a corporate travel platform.

·   Experience with Divvy, BILL Spend & Expense, or another corporate card or expense management platform.

·   Experience with inventory management, fulfillment, shipping, purchasing, or office administration.

·   Experience supporting Accounting or Finance operations.

·   Experience with Workday or another ERP or financial management system.

·   Experience working in a high-volume, multi-location organization.

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