Travel & Expense Specialist

About Veolia North America

A subsidiary of Veolia Group, Veolia North America (VNA) offers a full spectrum of water, waste and energy management services, including water, and wastewater treatment, commercial and hazardous waste collection and disposal, energy consulting and resource recovery. VNA helps commercial, industrial, healthcare, higher education, and municipality customers throughout North America. Headquartered in Boston, Mass., Veolia North America has approximately 10,000 employees working at more than 350 locations across the continent. Please visit our website www.veolianorthamerica.com.

BENEFITS

Veolia's comprehensive benefits package includes paid time off policies, as well as health, dental and vision insurance. In addition, employees are also entitled to participate in an employer sponsored 401(k) plan, to save for retirement.  Pay and benefits for employees represented by a union are outlined in their collective bargaining agreement. 

Position Purpose: 

The Travel and Expense Specialist maintains day-to-day activities of the travel and expense program ensuring efficiency and adherence to company policies.  The candidate must be able to analyze and interpret T&E data and be able to provide recommendations to maintain compliance and possible improvement of processes. This position also serves as subject matter expert, providing education as well as support to end users and works in collaboration with DB&T on technical issues that may arise. This position will also assist in process improvement projects.

Primary Duties/Responsibilities:

General Responsibilities Include:

• Serve as primary functional administrator of the Concur Travel and Expense system as well as Corporate Card Administrator.
• In conjunction with Change Management Lead, manage training and communication within the business for effective control and compliance with company policies.
• Maintains information that is sensitive or confidential in nature.
• Creates and maintains lists, files and databases to enhance efficiency and productivity.
• Perform routine maintenance as may be needed in Concur Travel and Expense as well as corporate card program
• Collaborate with representatives from all business lines to actively test new product releases and functionalities, ensuring comprehensive participation throughout the testing process.
• Work with Business Finance Leadership and other stakeholders to present T&E metrics and compliance issues. Provide remediation efforts to drive better discipline and cost savings.
• Facilitate a community of practice with key users in the organization to ensure a network of support resources across the business to drive adoption and compliance.

Concur Travel:

• Provide expert guidance, training, user support, and coordinate with Concur Travel Support or management as needed.
• Manage  the Concur Travel system, including user profiles, travel policies, and configurations as may be required
• Primary liaison to Company preferred travel agency via SAP Concur Travel Support ticketing system, partnering and collaborating with Veolia’s Travel Category Manager.
• Ensure traveler safety by keeping Concur Travel updated with banned countries in alignment with the Group’s security advisories.
• Monitor travel expenses and analyze data to identify cost-saving opportunities and ensure compliance with company policies.
• Generate and analyze reports to provide insights into travel booking trends, expenses, and compliance metrics.
• Stay updated on industry trends and best practices related to corporate travel management and Concur Travel technology.

Concur Expense:

• Serve as the primary point of contact for all Concur Expense-related inquiries and issues from employees. Must be able to provide solutions with minimal supervision. 
• Provide training and support to employees on how to submit expense reports, upload receipts, and utilize Concur Expense features effectively.
• Identify delinquent submissions of cardholders and take action in accordance with Veolia’s Expense Report Procedures (suspend, train, permanent suspension).
• Ensure terminated employee expenses are delegated to supervisors and submitted.
• Review expense reports returned to employees by the Concur audit team for compliance with Veolia's audit rules, and communicate any necessary updates to the Concur Audit team, changing audit rules as required. 
• Analyze reports for policy violations and prepare monthly metrics of the same. 
• Assist with workflow management in Concur, including monitoring unassigned, unsubmitted, sent back to employee and reports pending approval.
• Identify potential employee credit card misuse and bring to the attention of internal controls, manager, and employee.

Corporate Card Administration:

• Manage corporate credit card requests - approving and declining requests based on the application and the need for the credit card. 
• Manage credit limit requests; the decision may need to be made with time constraints based on the urgency of the request. 
• Ensure suspension of corporate cards for terminated and/or LOA employees.
• Prepare cardholder attestations.
• Ensure evidence of acknowledgement and acceptance of cardholder agreement and related policies is maintained.
• Evaluate credit limits and card activity to propose adjustments based on data.
• If fraudulent spending is identified, it must be able to provide updates of investigations and oversee disputes until funds are collected in full from supplier or other corrective actions as required.

Training, Communication and Change Management:

• Train new employees in the use of Concur Travel and Expense.
• Prepare and deliver corporate card training as needed.
• Maintain VNA Corporate Cardholder University Training videos. 
• Draft/propose reminder communications and policy revisions as needed.
• Coordinate with change management teams as appropriate to ensure enhancements and/or new system features are communicated to all employees.
• Identifies opportunities to improve work processes/flow to leverage own and department’s workload.
• Maintain working relationships with both internal and external partners in assisting with testing, implementation, and rollout of new system functionality as determined by Concur DB&T Team and Director, eProcurement Tools & Solutions.
• Ensure Concur Travel & Expense training material is up to date for US and Canada, including French translations.

Education/Experience/Background:

• Minimum 5  years of  total experience in a procurement / finance environment with 2 years of working experience in Concur Travel & Expense.
• Concur Professional preferred.
• Degree, Bachelor's or Associate's, in a related field preferred.

Knowledge/Skills/Abilities:

• Knowledge of travel industry regulations, compliance standards, and travel booking processes is a plus.
• Excellent analytical and problem-solving abilities, with attention to detail.
• Effective communication skills and the ability to exchange information clearly.
• Ability to work independently with minimal supervision.
• Strong multitasking skills and ability to work cooperatively with others.
• Customer Service Oriented.
• Demonstrated proficiency in utilizing Google products such as Sheets, Docs, or Microsoft Office-related applications. 
• Ability to safeguard confidential information.

Notes:

• This is a hybrid role with three (3) days in office.
• This position can be filled in either Boston, Paramus, or Milwaukee.

We are an Equal Opportunity Employer! All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability or protected veteran status.

Disclaimer: The salary, other compensation, and benefits information is accurate as of the date of this posting. The Company reserves the right to modify this information at any time, subject to applicable law.