Expense Coordinator
POSITION OVERVIEW:
We are seeking a highly organized and detail-oriented contractor to assist in managing and processing expense reports for multiple executives. In this role, you will work closely with our executive assistants and finance team to ensure that all expense reports are submitted in a timely and accurate manner. Additionally, you may be tasked with supporting various ad-hoc projects as needed to assist with general administrative and operational needs.
RESPONSIBILITIES:
- Expense Report Management: Collect, review, and organize receipts and documentation for expense reports submitted by multiple executives.
- Ensure Compliance: Ensure all expenses meet company guidelines, including proper documentation, itemized receipts, and timely submission.
- Expense Report Processing: Submit completed and accurate expense reports for approval, ensuring they are within the 30-day submission window.
- Communication with Executive Assistants: Collaborate with executive assistants to gather necessary documentation, follow up on missing receipts, and resolve discrepancies.
- Tracking and Reporting: Track and maintain records of submitted and approved expense reports for accurate record-keeping.
- Support on Missing Receipts: Follow company policy for missing receipts, using the Missing Receipt Declaration Form when necessary and chasing vendors for copies of receipts.
- Ad-hoc Projects: Assist with additional projects as needed, including general administrative support, financial reporting, and any other tasks as directed by executives or the finance team.
- Filing and Documentation: Maintain organized filing systems for both digital and physical expense-related documents.
- Proven experience in managing expense reports, accounting, or administrative support (preferably in a corporate environment).
- Excellent attention to detail and a proactive approach to problem-solving.
- Strong organizational and time-management skills, with the ability to manage multiple tasks and deadlines.
- Proficiency with expense management tools (Preferably Concur) or other accounting software.
- Ability to work independently with minimal supervision, as well as collaborate with team members when needed.
- Excellent communication skills, both written and verbal, with the ability to interact professionally with executives, vendors, and internal teams.
- Experience with handling confidential and sensitive information in a discreet manner.
- Ability to quickly adapt to new systems or tools.
- Experience working with senior-level executives or in a fast-paced corporate environment.
- Familiarity with corporate travel policies and procedures.
We thank all applicants for their interest. However, only those qualified individuals who closely meet the qualifications of the position will be contacted. The details of the position are only a summary, other duties may be assigned as necessary.
Drug Screen may be required.
We will consider qualified applicants with a criminal history pursuant to Federal, State and Local law, including the California Fair Chance Act, the Los Angeles County Fair Chance Ordinance and the San Francisco Fair Chance Ordinance. You do not need to disclose your criminal history or participate in a background check until a conditional job offer is made to you. After making a conditional offer and running a background check, if Talascend is concerned about conviction that is directly related to the job, you will be given the chance to explain the circumstances surrounding the conviction, provide mitigating evidence, or challenge the accuracy of the background report. Applicants with criminal histories are encouraged to apply. To find out more visit California Fair Chance Act.
Pay range is not a guarantee of compensation or salary, as final offer amount may vary based on factors including but not limited to experience and geographic location. Talascend also offers a variety of benefits including: health and disability insurance, 401(k), EAP, paid time off, and company-paid holidays. The specific programs and options available to an employee may vary depending on date of hire, plan requirements, schedule type, and client work site mandates.
Talascend is an Equal Opportunity Employer that recruits and hires qualified candidates without regard to race, religion, sex, sexual orientation, gender identity, age, national origin, ancestry, citizenship, disability, or veteran status.