Travel & Expense Administrator

Requirements

• Completed commercial vocational training or comparable qualification.
• Relevant experience in travel expenses, administration, finance operations, shared services or a comparable operational function.
• Experience with SAP Concur or comparable travel and expense systems is an advantage.
• Good understanding of administrative travel and expense processes.
• Good Microsoft 365 skills and ability to work with standard reports and system data.
• Good German and English.
• Structured, accurate and service-oriented way of working.

What we offer:

• Competitive salary;
• An opportunity to generate value across global operations;
• Full time permanent contract;
• Working Mode: Office (initial model), Hybrid (long-term solution);

For our client, an international company creating a new business services center in Wroclaw, we are currently looking for an:

Travel & Expense Administrator

responsible for operational project support, particularly for testing, documentation, user preparation and follow-up activities during the SAP Concur implementation.

Location: new GBS Centre in Wroclaw, Poland Office (initial mode), Hybrid (long-term solution)

Job description

The Travel & Expense Administrator supports the operational administration of business travel and travel expense processes. The role processes and reviews travel expense cases, supports users, maintains data and documentation, and performs defined reporting and control activities in accordance with established policies and procedures.

Responsibilities

• Process and review travel expense reports according to established policies and procedures.
• Check expense reports for completeness, formal correctness and required documentation.
• Clarify missing receipts, information or documentation with employees.
• Support defined approval and processing workflows.
• Act as first point of contact for standard questions relating to business travel and travel expenses.
• Forward complex or exceptional cases to the responsible specialist or Travel Management.
• Maintain travel and expense data and documentation.
• Support regular controls, closing and audit activities according to defined requirements.
• Prepare standard reports and evaluations using available system data.
• Follow up on outstanding cases and agreed actions.
• SAP Concur Support:
  • Support the SAP Concur implementation through defined testing, documentation and user-support activities.
  • Perform functional tests based on agreed test scenarios and document results.
  • Maintain test documentation and follow up on assigned issues and open items.
  • Support training preparation, user communication and go-live activities.
  • Escalate system or process issues to the responsible Travel Management, Finance or IT contact.
• Collaboration:
  • Work with Travel Management, Finance, HR, IT, Procurement and local organizational units as required.
  • Coordinate routine operational topics with external service providers.
  • Escalate tax, legal, technical or policy-related questions to the responsible specialist functions.