Coordinator System Travel AND Expense Lead-Accounting (Irving)

Description

Summary :

The Coordinator System Travel and Expense Lead oversees all aspects of corporate travel and expense operations, ensuring compliance, managing escalations, and continually optimizing processes. This role provides critical backup for the daily activities of Travel Coordinators, acts as the primary Program Administer for both the Purchasing Card and Corporate Card programs, supports vendor relations, enforces policies, manages monthly reporting, and contributes to special projects focused on enhancing efficiently and controlling costs. Additionally, the Lead serves as the main backup for the Travel and Expense manager and must be adept at communicating with all levels of the organization, including executives and large-group training sessions. This role will report to the Travel and Expense Manager.

Responsibilities :

• Meets expectations of the applicable OneCHRISTUS Competencies : Leader of Self, Leader of Others, or Leader of Leaders.
• Fosters a culture of accountability and demonstrates good teamwork through actions and job performance.
• Manages and maintains relationships with internal and external stakeholders by ensuring a timely response, exhibiting strong customer service mindset while upholding CHRISTUS Health's core values.
• Ensures efficient operation and compliance with CHRISTUS policies, healthcare industry regulations (i. e., HIPAA), and internal controls.
• Monitors compliance with program guidelines ensuring that risks are managed, and controls are implemented as necessary for sustained and scalable program performance.
• Reviews and processes employee expense reports in SAP Concur, ensuring accuracy, policy compliance, and timely reimbursement.
• Maintains and update expense policies within SAP Concur, ensuring alignment with corporate policies and regulatory standards.
• Conducts audits of submitted expenses to verify supporting documentation and adherence to company guidelines.
• Assists in reviewing and reconciling corporate card transactions, identifying discrepancies, and reporting potential policy violations.
• Serves as the first point of escalation for employees experiencing travel booking or reimbursement issues. Researches, responds to, and resolves associate inquiries such as travel reservations, expense reports, and purchasing cards.
• Resolves discrepancies and disputes by collaborating with employees, managers, and finance teams.
• Liaises with travel vendors (airlines, hotels, rental car companies) to resolve booking issues and disputes.
• Services travelers through various mediums including email, phone, newsletters, partner websites, etc.
• Works closely with all travel team members and third-party vendors to alert and troubleshoot any reported issues with people / processes / systems.
• Supports Travel Coordinators as needed to ensure service levels and deadlines are met.
• Takes the necessary action to remain knowledgeable regarding the Travel and Expense Industry best practices for performance optimization.
• Enforces policy provisions by engaging users, making recommendations to strengthen audit rules, identifying patterns of travel and / or reporting behaviors requiring escalation to leadership.
• Functions as Corporate Card Administrator, managing day-to-day administration of the corporate card program, including issuance, activation, maintenance, and cancellations.
• Provides training and support to employees on proper expense submission procedures and system functionalities.
• Compiles and analyzes ad hoc expense reporting data as needed to track and monitor trends of program adoption and utilization.
• Assists with monthly Expense Report Reconciliation and reporting process as needed in collaboration with Travel Program Manager.
• Assists in policy updates, communication rollouts, and training initiatives.
• Identifies fraudulent or suspicious activity in expense reports and escalates for further investigation.
• Assist in generating reports and analyzing expense data to identify trends, cost-saving opportunities, compliance issues and process improvements.
• Assist in month-end close processes and projects as required
• Support the System Director and Travel and Expense Manager with other administrative functions and special projects.
• Possesses teamwork and collaboration skills to work efficiently with colleagues across departments and contribute to a positive work environment.
• Possesses problem-solving skills and ability to analyze exceptions and resolve internal / external stakeholder concerns.
• Possesses Excel and technology proficiency to use spreadsheets, financial software, and automation tools effectively.
• Possesses adaptability and willingness to learn to adjust to process changes, system upgrades, and evolving business needs.
• Possesses confidentiality and integrity to handle sensitive financial information with professionalism and ethical responsibility.
• Possesses time management skills to balance daily responsibilities, meet deadlines, and maintain efficiency.
• Performs other duties and responsibilities as assigned.

Job Requirements : Education / Skills

Experience

Licenses, Registrations, or Certifications

CTA (Certified Travel Associate)

Work Type : Full Time