Time & Expense Supervisor

Job Description

Job Description:\n\nJob Title: Travel & Expense Supervisor Job Description The Travel & Expense Supervisor oversees the company’s global Travel and Entertainment programs, acting as the primary subject matter expert for travel, expense, and corporate credit card policies and systems. This role creates efficiencies in process flow, leads reporting and analytics on T&E spend, and partners closely with internal stakeholders and external vendors to ensure compliance, quality, and continuous improvement. The position sits within Shared Services, rolls up to Accounts Payable, and offers the opportunity to lead a small team while driving strategic enhancements to T&E processes in a fast-paced, high-growth global environment. ResponsibilitiesServe as the primary subject matter expert for global Travel and Entertainment policies, procedures, and systems, including the expense management platform and corporate credit card program.Oversee the company’s T&E function, including expense management, travel programs, and related workflows, ensuring alignment with internal policies and best practices.Maintain strong relationships with T&E providers, including corporate credit card issuers and travel and expense program vendors, and collaborate with Procurement on contracts and adherence to guidelines.Partner with external providers to troubleshoot issues, support future process improvements, and enhance the end user experience and overall partnership value.Conduct regular reviews of vendor performance to ensure service quality, compliance, and alignment with business expectations.Support and assist with internal and external audit requests, including SOX-related reviews and other audit firm requests.Review and approve employee expense reports, enforcing corporate travel and business expense policies and ensuring accurate, timely processing.Create, develop, and maintain key operational and performance metrics and reporting for FP&A and executive stakeholders, providing insight into T&E spend and trends.Lead financial oversight of T&E spending by developing strategic reports within the expense program, including dashboards, KPI tracking, and spending trend analysis.Manage and monitor key performance indicators for T&E operations, using data to track performance and drive continuous improvement initiatives.Build and maintain analytics for T&E spend, lead audit oversight, and implement process improvements based on findings from exception reporting and trend analysis.Collaborate with internal finance and accounting teams to support financial reporting related to travel and expense activities.Ensure the Business Expense Policy and related travel policies are current, clearly documented, and effectively communicated across the organization.Oversee internal information pages and resources related to T&E, ensuring they remain updated, compliant, and easy to navigate for employees.Develop and deliver training programs for travel and expense processes, including system use, policy understanding, and best practices.Lead regular training sessions for field employees and internal customers, addressing questions and concerns about expense reports, T&E policies, and system usage.Stay current with best practices and new technologies in expense management by attending relevant conferences and workshops, and bring back insights to improve internal processes.Create, update, and maintain training materials and resources, ensuring content is clear, accurate, and accessible for employees at all levels.Provide ongoing communication to internal customers regarding updates to policies, systems, training schedules, and process changes.Act as the Concur and T&E process lead, researching and proposing new procedures to add value and efficiency to the overall T&E process.Ensure compliance with travel and expense policies, timeliness of reporting, and thorough audits and processing of expense reports.Provide necessary reporting to internal and external stakeholders related to T&E operations, controls, and performance.Manage a strong internal control environment for T&E, ensuring compliance with key SOX controls and internal audit requirements.Oversee out-of-pocket spending and drive adherence to the corporate credit card policy, including monitoring usage and enforcing guidelines.Develop and conduct detailed analyses of Concur reports to monitor exceptions, infractions, and patterns that require corrective action or process improvement.Manage and fulfill audit requests from internal audit teams and external audit firms, supplying documentation and explanations related to T&E activities.Perform detailed reviews of expense reports, providing approvals or rejections with clear rationale and guidance for employees.Oversee a global credit card program and T&E platform, including the process for issuing corporate credit cards and managing account workflows and payoffs.Lead vendor relationships with key partners, focusing on continuous improvement of integration between booking tools, expense systems, and ERP platforms.Drive end-to-end integration and data flow between online booking tools, expense management systems, and the ERP to ensure accuracy and efficiency.Track and report on critical T&E-related KPIs and expense reporting at departmental and enterprise levels, providing management with actionable insights.Act as a confident, visible partner to the business, providing continuous training, support, and guidance on T&E processes to internal stakeholders.Provide internal customer-facing support, handling questions, troubleshooting issues, and promoting best practices in travel and expense management.Lead or supervise a small team, currently including one direct report, providing coaching, direction, and performance feedback.Work independently as a self-starter, taking ownership of the T&E function, proactively identifying opportunities to improve processes, controls, and user experience.Integrate multiple systems related to travel booking, expense reporting, and payment processing, ensuring data consistency and operational reliability.Audit expense reports and T&E activities daily, conduct regular training sessions each week, and maintain ongoing metrics and KPI reporting for leadership. Essential Skills4+ years of experience in Accounts Payable and hands-on Concur expense management, including direct work in T&E systems and processes.Previous experience with Concur administrative functions in a fast-paced, high-growth global environment, including configuration, reporting, and user support.Direct, recent experience with T&E programs where travel and expense management represented a significant portion of responsibilities, not only supervisory oversight.Strong experience in expense management, travel programs, and analytics, including KPI development, dashboards, spending trend analysis, and process reporting.Experience with corporate credit card programs, including issuing cards, managing cardholder accounts, and understanding workflows for account reconciliation and payoff.Knowledge of workflows related to T&E and accounts payable processes, including integration between booking tools, expense platforms, and ERP systems.Experience working with travel companies and T&E vendors, managing relationships, and driving performance and continuous improvement.Strong customer service, with the ability to support internal stakeholders and resolve issues effectively and professionally.Ability to manage multiple tasks and priorities with strict deadlines in a dynamic, fast-paced environment.Excellent verbal and written communication skills, including the ability to present training content and communicate complex policies clearly.Proficiency in Microsoft Office applications, with a strong working knowledge of advanced Excel functions for reporting and analytics.Demonstrated continuous improvement mindset, with the ability to identify, propose, and implement best practices in T&E processes and systems.High level of motivation, self-direction, and performance orientation, with a track record of taking initiative and driving results.Strong attention to detail and accuracy, particularly in reviewing expense reports, monitoring compliance, and managing data.Comfort and effectiveness in leading training sessions and speaking in front of groups, with internal customer-facing experience.Competencies in effective communication, driving quality results, hospitality-oriented service, optimized work processes, and action-oriented behavior.Experience working in or closely with a SOX control environment, including understanding and maintaining key internal controls.Supervisory or team lead experience is strongly preferred, or clear readiness to step into a leadership role overseeing T&E operations and a direct report. Additional Skills & QualificationsDegree in Accounting, Finance, or a related field, or equivalent experience in financial operations and T&E management.Experience in international or multi-national finance environments, with exposure to global colleagues and functions considered a strong plus.Experience with credit card processing software and related financial systems.Shared services environments, particularly where Time & Expense functions roll up under Accounts Payable.Exposure to integration projects involving booking tools, expense platforms, and ERP systems, with an understanding of end-to-end data flow.Demonstrated ability to build strong partnerships with business stakeholders, providing ongoing support, training, and guidance on T&E topics.Experience managing or contributing to a global T&E platform, such as Concur expense, including configuration, analytics, and user adoption.Capability to work as an independent, self-starting leader who can take charge of the T&E function and drive strategic improvements.Experience in auditing expense reports and T&E activities, including identifying exceptions, infractions, and opportunities for process enhancement. Work Environment This role operates within a large, growing organization that is recognized as a leader in its industry and has a global footprint. The position sits in a Shared Services environment, with Time & Expense rolling up to Accounts Payable, and involves close collaboration with finance, procurement, and global colleagues. The work arrangement is hybrid, with an expectation of working in the Schiller Park office three days per week, typically Tuesday through Thursday, with standard hours around 8:00 a.m. to 5:00 p.m. The environment is fast-paced and high growth, requiring comfort with continuous change, frequent audits, regular training sessions, and ongoing metrics and KPI reporting. Employees use technologies such as Concur expense, online booking tools, ERP systems, Microsoft Office (especially Excel), and credit card processing software. The culture emphasizes effective communication, quality results, hospitality-minded service, optimized work processes, and action-oriented decision-making, with opportunities to grow within the role as the shared services footprint expands.Job Type & Location This is a Contract to Hire position based out of Schiller Park, IL.Pay and Benefits The pay range for this position is $40.00 - $48.00/hr. Eligibility requirements apply to some benefits and may depend on your job classification and length of employment. Benefits are subject to change and may be subject to specific elections, plan, or program terms. If eligible, the benefits available for this temporary role may include the following: • Medical, dental & vision • Critical Illness, Accident, and Hospital • 401(k) Retirement Plan – Pre-tax and Roth post-tax contributions available • Life Insurance (Voluntary Life & AD&D for the employee and dependents) • Short and long-term disability • Health Spending Account (HSA) • Transportation benefits • Employee Assistance Program • Time Off/Leave (PTO, Vacation or Sick Leave)Workplace Type This is a hybrid position in Schiller Park,IL.Application Deadline This position is anticipated to close on Aug 25, 2026. About Aston Carter Aston Carter provides world-class corporate talent solutions to thousands of clients across the globe. Specialized in accounting, finance, human resources, talent acquisition, procurement, supply chain and select administrative professions, we extend the capabilities of industry-leading companies. We draw on our deep recruiting expertise and expansive network to meet the evolving needs of our clients and talent community with agility and excellence. With offices across the U.S., Canada, Asia Pacific and Europe, Aston Carter serves many of the Fortune 500. We are proud to be a ClearlyRated Best of Staffing® Platinum Award winner for both client and talent service. The company is an equal opportunity employer and will consider all applications without regard to race, sex, age, color, religion, national origin, veteran status, disability, sexual orientation, gender identity, genetic information or any characteristic protected by law. If you would like to request a reasonable accommodation, such as the modification or adjustment of the job application process or interviewing process due to a disability, please email View email address on ziprecruiter.com for other accommodation options. San Francisco Fair Chance Ordinance: Pursuant to the San Francisco Fair Chance Ordinance, for all positions located in the city and county of San Francisco, we will consider for employment qualified applicants with arrest and conviction records. Massachusetts Lie Detector: It is unlawful in Massachusetts to require or administer a lie detector test as a condition of employment or continued employment. An employer who violates this law shall be subject to criminal penalties and civil liability. Use of Artificial Intelligence (AI): We may use Artificial Intelligence (AI) to support parts of our hiring process, including sourcing, screening, and evaluating candidates. AI helps assess applications and qualifications, but final decisions are made by our hiring team. By applying, you acknowledge and agree that your application may be reviewed using AI tools.