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Travel & Expenses Administrator

Travel & Expenses Administrator

Phillips Auctioneers LLCNew York, NY, US
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Job Description

Job Description

Salary : $19.23-21.63 per hour

PRIMARY FUNCTION

The Travel & Expenses Administrator is responsible for processing expense reports and planning and coordinating travel for Specialists and Senior Leaders across Phillips in the Americas region. This role is responsible for the timely processing of all expenses, booking and arranging travel and entertainment, and ensuring compliance with all company policies and procedures.

Phillips values a workforce with a wide variety of experiences, backgrounds and skills, so we encourage you to apply even if you do not meet all of the qualifications.

DUTIES AND RESPONSIBILITIES

  • Receive expenses, ensuring appropriate receipts and details to enter into expense reporting system.
  • Ensure expense reports are complete, accurate, and submitted on a timely basis.
  • Review submitted expenses to ensure they are aligned with company policy and flag any exceptions.
  • Review expense usage on a regular basis for cost-saving opportunities and compliance.
  • Take requests from staff for travel bookings, including hotel, airfare and car rental. Complete any required bookings and communicate confirmations to staff.
  • Handle cancellations or issues with bookings to ensure smooth travel, including accommodations based on the needs of individual travelers.
  • Accurately and timely record travel expenses for reconciliation.
  • Research and arrange bookings for restaurants, catering or entertainment during offsite travel and ensure expenditures are correctly recorded and reconciled.
  • Review and make recommendations on best practices and options for finding efficiencies for supported staff.

PROFESSIONAL SKILLS AND EXPERIENCE

  • Expert knowledge of Excel and Outlook
  • Strong familiarity with remote networking and communication tools, i.e. Slack, Zoom
  • 1+ years supporting executives and / or senior leadership in an administrative capacity
  • Experience using Chrome River and Egencia strongly preferred, experience with other expense and travel systems considered
  • Strong communication skills
  • Proactive problem solver

    • EDUCATION AND TRAINING

  • Associates degree in accounting, administration, or equivalent experience

    • PERSONAL ATTRIBUTES

  • Strong organizational skills
  • High level of detail orientation
  • Ability to multitask, with a high degree of client service orientation
  • Demonstrated ability to provide a high level of client service in a remote environment

    • WORKING CONDITIONS

  • Work is performed completely remotely within the US, working within the Eastern time zone.

    • ADDITIONAL INFORMATION

  • The hourly pay range for the role is $19.23-21.63 per hour.
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    Travel Administrator • New York, NY, US