Role purpose

The Travel & Expense Administrator ensures accurate, timely processing of employee expenses and reimbursements and acts as the operational finance interface for T&E ledger topics. The role supports month-end processes, reconciliations, and the clearance of finance data related to travel and expense transactions.

Key responsibilities

Expense processing & reimbursements

• Review and process employee expense reports in the T&E tool according to policy, tax requirements, and approval workflows
• Validate receipts, cost allocations, VAT/tax elements (where applicable), and compliance with travel & expense policy
• Coordinate reimbursement runs and ensure timely resolution of rejected or incomplete submissions
• Provide guidance to employees and approvers on correct expense submission and documentation standards

Ledger, reconciliation & finance interface

• Own the T&E ledger-related operational tasks in coordination with Finance (AP/GL)
• Prepare and support postings, accruals, and clearing activities for travel & expense transactions
• Perform regular reconciliations between the T&E system and finance/ERP reports (e.g., open items, clearing accounts, suspense accounts)
• Investigate variances and drive resolution with Finance, vendors, or internal stakeholders
• Support month-end close activities related to T&E (cut-off, reporting, reconciliations, clarifications)
• Act as the primary point of contact for Finance for all T&E ledger topics, including data quality and clearance of finance data

Data quality, controls & reporting

• Monitor data completeness and accuracy (cost centers, GL coding, tax codes, project codes, approver routing)
• Maintain documentation of procedures, controls, and recurring reconciliation routines
• Produce recurring operational reports (e.g., pending reports, aging, rejections, policy exceptions, clearing status)
• Support audits by providing documentation, evidence, and explanations for T&E postings and reconciliations

Stakeholder support & continuous improvement

• Provide first-line support for T&E-related questions (employees, managers, finance) and escalate complex issues to the T&E Manager
• Identify recurring issues and propose process improvements (templates, checklists, user guidance, automation opportunities)
• Support change initiatives (policy updates, system enhancements, process rollouts) across countries

Required qualifications & experience

• 2+ years of experience in travel & expense processing, accounts payable, general ledger support, or similar operational finance roles
• Strong understanding of expense controls, reconciliations, and ledger-clearing logic
• Experience working with a T&E system (e.g., Navan, Concur, Rydoo) and ERP/finance tools (SAP or similar preferred)
• Confident in Excel (pivot tables, lookups; ability to reconcile and explain variances)
• Very good English; German is a plus