Expense & Card Reconciliation Specialist

Job Description

Job Description

Description:

Job Overview

The Expense & Card Reconciliation Specialist is responsible for the end-to-end administration of the company purchasing card (P.Card) and expense reimbursements programs. This role ensures timely issuance, maintenance, compliance monitoring, and ongoing support for field operations, franchise operators, Regional Managers, and internal departments. The Specialist mitigates financial and compliance risks by ensuring all P.Card activities adhere to company policy, approval of workflows, and audit standards.

Supervisory Responsibilities

• None

Key Responsibilities

• Manage issuance of new Purchasing Cards (P-Cards) for new store openings, store takeovers, store transfers, and newly appointed Regional Managers as well as deactivation/ cancellation for lost or stolen cards, employee or franchisee terminations, etc.
• Facilitate card setup under the correct operator code and ensure accuracy of cardholder data, adherence to internal controls including operator code validation, IT access coordination, and system enablement for multi-store users
• Provide timely, accurate support for P-Card inquiries such as shipping status, acceptance limitations (e.g. state permit payments), chargeback processes and issue resolution acting as a central liaison between franchisees, field operations team, cross-functional departments to include but not limited to supply chain, franchise relations, franchise sales, marketing, franchisees, etc.
• Enforce policy compliance through documented controls, reviews, and corrective actions such as identification and escalation of out-of-policy purchases or suspicious charges and intervene proactively to reduce financial exposure
• Enforce documentation standards including receipt retention and expense justification and escalate repeated violations to Accounting leadership and Operations management
• Manage and address increased volume of P-Card inquiries and transactions during month-end due to card rollovers and generate routine and ad hoc reports on P-Card transactions, expense trends, and policy compliance
• Perform monthly reconciliation of P-Card transactions to the general ledger ensuring completeness and accuracy
• Review and validate merchant coding, GL allocation, and department tagging for card transactions
• Investigate and resolve unreconciled balances, missing receipts, and unmatched transactions
• Coordinate with accounting during month-end close to ensure all P-Card expenses are properly accrued and recorded and provide reporting to Accounting, Operations, and Finance leadership
• Maintain reconciliation documentation and audit-ready support for external auditors

Competencies

• Organizational Skills: Manages high volume of tasks efficiently. 
• Communication: Clear, professional, and responsive support to internal teams. 
• Risk Awareness: Identifies red flags and escalates appropriately. 
• Process Ownership: Manages end-to-end workflows with minimal oversight. 
• Customer Focus: Provides timely, accurate assistance to store-level users.

Required Skills/Abilities

• Experience in multiunit retail, franchise operations, or store support functions. 
• Familiarity with compliance monitoring, fraud detection, or risk mitigation. 
• Experience coordinating cross functional processes involving IT, Accounting, and Operations.

Education and Experience

• 2–4+ years’ experience in accounting, compliance, financial operations, or card program administration. 
• Strong attention to detail with high accuracy in data entry and recordkeeping. 
• Excellent customer service skills with the ability to support field teams and franchisees. 
• Ability to manage high-volume, time-sensitive workloads. 
• Proficiency in card management systems (e.g., Ramp or similar). 
• Strong problem-solving and critical thinking skills are important.

Physical Requirements

• Prolonged periods of sitting at a desk and working on a computer. 
• Ability to travel to various facilities for audits and inspections. 

Work Environment

• Office environment with occasional visits to facilities, both local and domestic. 
• This position is not remote and requires on-site attendance.

Other Duties

Please note that this job description is not designed to cover or contain a comprehensive listing of activities, duties, or responsibilities that are required by the contractor for this job. Duties, responsibilities, and activities may change at any time with or without notice.

Equal Opportunity Statement

GBC Food Services LLC is an equal opportunity employer, deeply valuing diversity. Our commitment is to foster an inclusive environment for all employees, based on employment decisions on merit, qualifications, and business needs.