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Travel and Expense and Vendor Management Lead

1 month ago

Manila, National Capital Region, Philippines EFlexervices Full time
What we are looking for:

Are you ready to take your expertise to the next level? At eFlexervices, we're not just hiring for a T&E and Vendor Management Lead– we're empowering your talent to deliver quality and performance. Join us in shaping the success and making an impact that truly matters.

T&E and Vendor Management Lead plays a critical role in ensuring the efficient and accurate processing of expenses, creation of vendors, and supporting vendor invoices and payments within the company. They work closely with internal stakeholders, vendors, and cross-functional teams to resolve expense queries, and payment discrepancies, improve processes and contribute to the overall financial health of the organization.

What you'll be doing:

Team Management:
Lead, coach, and mentor T&E analyst, fostering a positive and collaborative work environment.
Set performance goals and provide regular feedback to team members, supporting their professional growth and development.
Expense Reports Process Management:
Maintain and enforce all requisite policy and procedure documentation and controls surrounding expenses in line with best practice.
Serve as the system administrator and demonstrate expertise in department software tools (Epic, Concur, etc). Includes building of audit rules in Concur.
Serve as a subject matter expert on travel & expense, providing guidance and support to internal teams and external clients.
Setup new employees and create budgets in Concur
Review Extract file weekly and post journal into EPIC.
Audit monthly Amex reporting via Concur & C.
Update Concur monthly for budget-related expenses paid in Epic to be tracked against budget.
Overseeing travel and expense policy training and queries from internal stakeholders.
Vendor Process Management:
Maintain vendor master file, including collecting and updating W-9 forms, tax information, and other relevant documentation.
Communicate with vendors and internal stakeholders to resolve invoice discrepancies and payment-related inquiries
Assist with audit, month-end, and year-end closing activities, including preparing journal entries, reviewing month-end accruals, reconciling accounts, and supporting the financial reporting process.
Prepare annual 1099 filings.
Review and approve payment requests, ensuring compliance with company policies, procedures, and internal controls.
Data Analysis and Reporting:
Generate regular reports and dashboards to provide insights into T&E performance, and key metrics.
Develop and implement data-driven strategies to optimize T&E operations and enhance financial outcomes.
Process Improvement:
Recommend opportunities for improvement to processes and systems in the areas of expense reporting, vendor management, and accounts payable, including new system and tool implementation.
Identify and mitigate payable-related risks, such as overpayments, fraud, or incorrect vendor payments.
Work with management on acquisitions and ensure a smooth transition of vendor payments into Epic for acquired entities.

Qualifications and Requirements:
Bachelor's degree in finance, accounting, business administration, or a related field.
Knowledge of corporate card and T&E platforms.
Minimum 3 years of Accounts Payable working experience.
Experience with a mid-sized company ERP and procure-to-pay systems
Experience partnering with internal and external stakeholders.
Experience working in a high-growth environment.
Excellent communication and interpersonal skills are required.
Advanced knowledge of MS Excel and working knowledge of other MS Office programs.
Self-starter with outstanding analytical, problem-solving, and organizational skills.
Must be able to work independently and collaborate with team members in a fast-paced environment.
Must be able to meet tight deadlines, with attention to detail.
Must maintain a positive attitude and sense of humor