Travel and Expense Administrator

Travel And Expense Administrator

We are committed to building a workplace where everyone feels heard and respected, and extending our culture of care so that every individual can reach their full potential. We want you to have a sense of belonging and feel valued for your contributions and the perspectives you bring.

Summary:

The Travel and Expense Administrator is responsible for administering the company's travel and expense (T&E) programs to ensure timely, accurate, and policy-compliant expense payments. This role supports employees across multiple legal entities with expense inquiries, audits reports, manages corporate card activity, and partners closely with Payroll, Finance, and Procurement to maintain strong financial controls and a positive employee experience.

This role will be hybrid requiring a minimum of 3 days in office.

Requirements:

Travel Program & Egencia Administration

• Administer the company's Travel and Expense (T&E) program and Corporate Card program in compliance with company policy
• Serve as the primary point of contact for the Americas with our corporate travel service provider (Egencia), and with employees for travel, expense reports, and reimbursement questions
• Administer the Egencia account, owning configuration, traveler onboarding/offboarding, traveler group structures, profile data integrity, and cost-center mapping
• Design, configure, and maintain Out of Policy (OOP) flag rules across air, hotel, and car rental — including advance-purchase windows, fare-class rules, fare caps, and rate caps — and propose threshold adjustments based on observed booking behavior
• Activate and maintain approval workflow layers (including executive routing for Business Class travel) and ensure price-tolerance settings are configured to prevent post-approval fare drift
• Maintain the traveler segment hierarchy (executives, frequent travelers, business unit groups) and ensure policy rules are layered correctly across global, traveler-group, and trip-type dimensions
• Own the relationship with the travel service provider (Egencia) account team, including the quarterly business review cadence, escalation of platform issues, and adoption of new product features
• Assist the Accounts Payable Manager (program owner) with the Americas corporate card program (Ramp), supporting cardholder onboarding/offboarding, replacements, limit reviews, fraud events, cancellations, and delinquency follow-up

Expense Management

• Review, audit, and process employee expense claims for accuracy, policy adherence, and proper documentation; approving expenses as final approver on behalf of the finance department.
• Follow up with employees and managers on transaction discrepancies, missing receipts, delinquent activity, and policy exceptions, escalating to leadership as appropriate
• Support month-end close activities related to travel and expense accounting
• Coordinate with Payroll to ensure timely reimbursement and proper expense posting
• Coordinate with Accounts Payable and Treasury to ensure the corporate card program is funded, which may include initiating mid-cycle payments
• Resolve system errors that may occur with any of the participating software platforms (IFS, Ramp, Egencia); conduct user testing on system updates and assist with system implementation and data integrity initiatives as necessary
• Maintain and update T&E policies, procedures, training and user guides and other electronic and physical files as needed

Reporting, Analytics & Continuous Improvement

• Build and maintain a self-refreshing T&E dashboard covering spend by category, traveler, project, and cost center; out-of-policy (OOP) trigger rates; and policy-savings realization
• Produce a monthly Travel Compliance Pack covering OOP trigger rates, top OOP reasons, missed-savings (Best Fare Offered), online adoption rate, and traveler-group exceptions
• Produce ad hoc analyses for Finance leadership (e.g., fare-cap calibration studies, hotel rate-cap reviews by metro, car rental utilization reviews)
• Identify process improvement opportunities to increase efficiency, compliance, and user experience

Audit & Cross-Functional Coordination

• Support internal and external audits (including Deloitte, year-end and interim) on T&E sampling, evidence retrieval, and control walkthroughs
• Provide training sessions to employees in a variety of settings including large group, small group, one-on-one, virtual, in-person, pre-recorded, etc.
• Participates on projects as assigned by management.
• Attends work regularly and punctually, as scheduled or expected.
• Complies with Employee Handbook, Code of Conduct and Company Policies & Procedures.
• Provide bench strength to the AP team being able to assist with invoice processing, statement reconciliations, invoice inquiries, and pulling reports as needed.
• Presents, supports, and leads-by-example with a safety and quality-oriented attitude.

Safety:

• Follows safety and security procedures and determines appropriate action.
• Reports potentially unsafe conditions and uses materials and equipment properly.

Qualifications:

• Associate's degree in Accounting, Finance, or Business-related field preferred.
• Minimum 2 years of experience in Travel & Expense, Accounts Payable, or a related finance function.
• Proficiency in Microsoft Excel and experience with ERP systems.
• Experience with expense management tools (e.g., Concur, Expensify, IFS).
• Strong attention to detail, organization, and communication skills.

Anticipated base salary range:

$ 29.57 – $ 36.06

The final agreed upon compensation is based on individual education, qualifications, experience, and work location. This position is bonus eligible.

RES offers benefits that are effective first day of employment. These benefits include the following:

• Medical, Dental and Vision
• Health Savings Account with employer contribution
• Flexible Spending Accounts
• 4x pay Basic Life and Voluntary Life
• Short and Long Term Disability
• Accident, Hospital, and Critical Illness
• 401 (k) plan with 6% company match
• 4 weeks Paid Time Off (PTO) and 10 Paid Holidays
• Tuition Reimbursement and Green Car Reimbursement
• Volunteer and Charity Matching
• Paid Parental Leave and Paid Sabbatical Leave
• Employee Referral Bonus
• Employee Discounts and Wellness programs
• Wellness Reimbursement

Physical requirements and environment:

The work environment and physical demands characteristics are representative of those the employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Rarely: Climbing, crouching, kneeling, pulling/pushing/lifting 5–15 lbs., stooping.

Occasionally: Carrying 5–15 lbs., walking.

Frequently: Standing.

Constantly: Sitting, reading, hearing, vision, repetitive motion, reaching, grasping.

Rarely exposed to extreme cold, heat, humidity, and wet conditions.

Occasionally exposed to noise and workplace hazards.

We maintain a drug-free workplace. Candidates will be required to pass a pre-employment background investigation and drug test as a condition of employment.

RES is an equal opportunity employer that is committed to diversity and inclusion in the workplace. We prohibit discrimination and harassment of any kind based on race, color, sex, religion, sexual orientation, national origin, disability, genetic information, pregnancy, or any other protected characteristic as outlined by federal, state, or local laws.