Accounts Payable Administrator

Leading Investment Bank looking Analyst - Expense Approval and Processing

Hourly Pay : $22 - $28.57

Duration : 3-6 months based on business needs can be extended

Work location: NYC , NY

Work schedule: The person will work 5 days a week in the office

Job Description: Analyst - Expense Approval and Processing

Mizuho / Greenhill Investment & Corporate Banking COO Team

Position Summary

We are seeking a motivated and detail-oriented Analyst to support expense approval and administration within the Investment & Corporate Banking Chief Operating Officer (COO) team. The primary focus of the role is the review of employee expense reports in SAP Concur for completeness, accuracy, appropriate supporting documentation, and compliance with applicable expense policies. The Analyst will work closely with bankers, executive assistants, Finance (including Accounts Payable), and other support teams to resolve routine questions and help ensure timely processing. As experience develops, the role may also contribute to expense reporting, periodic monitoring, user guidance, and process improvement initiatives.

Key Responsibilities

Expense Report Review and Approval

Review and validation: Review employee expense reports in SAP Concur for completeness, accuracy, business purpose, required receipts and other supporting documentation, and compliance with applicable expense policies.

Timely approval: Process assigned expense reports accurately and within established timelines, returning reports for correction or additional information when needed.

Policy application: Apply established expense rules and approval requirements consistently. Identify potential exceptions or unclear items and escalate them to the appropriate team member for guidance.

Expense coverage: Review a range of expense types, including travel, meals, entertainment, team events, gifts, and other business-related reimbursements, in accordance with applicable procedures.

Issue Resolution and Stakeholder Support

Employee and administrative support: Respond to routine expense-related questions from bankers, executive assistants, and business support teams, and provide clear guidance on submission and documentation requirements.

Cross-functional coordination: Work with Finance, Accounts Payable, Operations, and the COO team to resolve missing documentation, coding questions, duplicate or incomplete submissions, and payment-related inquiries.

Escalation and follow-up: Track open questions, follow up with relevant stakeholders, and escalate unresolved or sensitive matters in a timely manner.

Controls, Documentation, and Recordkeeping

Control support: Help ensure that expense reports meet internal control and documentation requirements and are handled consistently across assigned business areas.

Audit readiness: Maintain a clear review trail and support requests for documentation or information related to internal reviews and audits.

Confidentiality: Handle employee, client, and transaction information with discretion and in accordance with applicable confidentiality requirements.

Reporting and Ongoing Development

Reporting support: Assist with routine expense reporting, data checks, and periodic monitoring activities to help identify missing information, policy exceptions, or unusual items.

Process improvement: Identify recurring issues and suggest practical improvements to review procedures, guidance materials, reporting, or the user experience.

Knowledge development: Build knowledge of expense policies, regional requirements, and related systems, with opportunities to take on broader reporting, control, and process enhancement responsibilities over time.

Qualifications

Education: Bachelor's degree in Finance, Accounting, Business Administration, or a related discipline preferred. Equivalent relevant experience will be considered.

Experience: Two to four years of experience in expense administration, expense processing, accounts payable, finance operations, or a related support role. Experience in banking, financial services, or a global corporate environment is preferred but not required.

Systems and technical skills: Working knowledge of expense management platforms and Microsoft Office, particularly Excel and Outlook. Experience with SAP Concur or a similar expense system is highly desirable; familiarity with ERP or financial systems is a plus.

Communication: Clear and professional verbal and written communication skills, with the ability to explain requirements and request additional information tactfully.

Collaboration: Ability to work effectively with colleagues across functions, seniority levels, regions, and time zones.

Judgment and integrity: Sound judgment, attention to confidentiality, and the ability to recognize when an issue should be escalated.

Key Competencies

Attention to detail: Comfortable performing careful, repetitive review work while maintaining accuracy and consistency.

Time management: Able to manage a steady volume of expense reports, prioritize competing requests, and meet deadlines in a fast-paced environment.

Problem-solving: Resourceful in resolving routine discrepancies and proactive in seeking guidance when a matter is unclear.

Adaptability: Comfortable learning new systems, procedures, and policies and adjusting to changes in business requirements.

Teamwork and service mindset: Collaborative, responsive, and willing to support colleagues across functions and geographies.

Continuous improvement: Interested in identifying straightforward ways to improve quality, efficiency, and user support.

Russell Tobin offers eligible employees comprehensive healthcare coverage (medical, dental, and vision plans), supplemental coverage (accident insurance, critical illness insurance and hospital indemnity), 401(k)-retirement savings, life & disability insurance, an employee assistance program, legal support, auto, home insurance, pet insurance and employee discounts with preferred vendors.

Equal Employment Opportunity

Russell Tobin is an equal opportunity employer. We do not discriminate on the basis of the race, religious creed, color, national origin, ancestry, physical disability, mental disability, reproductive health decision making, medical condition, genetic information, marital status, sex, gender, gender identity, gender expression, age, sexual orientation, veteran or military status, or any other characteristic protected by applicable federal, state, or local law.

Fair Chance Employment

Russell Tobin is a Fair Chance employer. We consider all qualified applicants, including those with criminal histories, in a manner consistent with applicable state and local Fair Chance laws and ordinances, including, the California Fair Chance Act and all applicable local Fair Chance ordinances.

Accommodations

We are committed to providing reasonable accommodations to applicants and employees with disabilities. If you require a reasonable accommodation to participate in the application or interview process, or to perform the essential functions of this role, please contact us.

Only applicable for San Francisco Candidates: Under the San Francisco Lactation in the Workplace Ordinance, we will provide written notice of lactation accommodation rights, and this notice will automatically be given upon hiring, any inquiry of parental leave or lactation accommodation.