Overview
On Site
Full Time
Skills
Issue Tracking
Reporting
User Experience
Corrective And Preventive Action
Training
Legal
Event Planning
Purchase Orders
Documentation
Finance
Regulatory Compliance
Onboarding
Risk Assessment
SLA
Auditing
Purchasing
Purchase Requisitions
Accounts Payable
Invoices
Payments
Decision-making
Data Analysis
Adaptability
Supply Chain Management
Communication
Analytical Skill
Microsoft Excel
Critical Thinking
Streaming
Issue Resolution
ServiceNow
Credit Cards
Management
Expense Management
SAP Concur
Business Management
Forms
Dash Python
Business Analytics
Oracle
Tableau
Alteryx
Sourcing
Enterprise Resource Planning
Oracle Fusion
Cloud Computing
Procurement
Affinity Propagation
Analytics
Real-time
Collaboration
Dropbox
Problem Solving
Conflict Resolution
Slack
EMEA
Project Management
Preventive Maintenance
Performance Management
Job Details
Job Title: Travel Specialist
Location: 100% Remote
Duration: 6 months
Job Description:
This will be a fast paced and dynamic role that works closely with our stakeholders, legal and finance teams too:
Responsibilities:
Enforce Travel & Expense Policy:
Manage TMC related Travel Requests:
Support Offsite & Event Planning:
Review & reconcile P-card Payments:
Audit Travel:
Onboard/Exit Employees:
Maintain Credit Cards:
Enforce Procurement Policy:
Manage Suppliers:
Manage Purchases:
Administer Contracts:
Implement Automation:
Analyze Insights:
Requirements:
Work Experience:
Educational Qualifications:
Must Haves:
Candidates must have to excel in the role.
Applications/Systems supported in role:
Core Collaboration Hours:
CCH Hours:
Eastern or Central Time Zone Preferences
#TB_EN
Location: 100% Remote
Duration: 6 months
Job Description:
- We are seeking a Travel & Expense Specialist within our Source to Pay (S2P) Team to help scale travel and events.
This will be a fast paced and dynamic role that works closely with our stakeholders, legal and finance teams too:
- Manage travel, expenses, procurement functions, driving automation, and implement best-in-class processes.
- Analyze data to derive actionable insights and implement improvements.
- Grow your career and skill set by streamlining processes, enforcing policies, and fostering collaboration.
- The specialist plays a vital role in optimizing operations and driving efficiency within the organization.
Responsibilities:
- Travel, Events, Expenses (80%).
- Triage & Resolve Ticketing System Requests.
- Prioritize and process tickets to meet defined SLAs.
- Keep HelpMe page links and information up to date.
- Maintain accuracy in documentation and reporting.
- Utilize automated tools to streamline.
- Collaborate cross-functionally to address complex issues with timely resolutions.
- Proactively identify and implement improvements to the end user experience.
Enforce Travel & Expense Policy:
- Monitor and enforce compliance with T&E policies, identifying and addressing instances of non-compliance through education, training, and corrective action as necessary.
- Provide training and support to employees on policies, procedures, and systems to ensure understanding and compliance.
- Support internal & external audits to ensure adherence to established policies.
Manage TMC related Travel Requests:
- Process guest invitations, group travel, VIP traveler intake, delegations
- Execute business travel-related documentation: payments, itineraries, visas, medical, legal forms, etc.
Support Offsite & Event Planning:
- Monitor hotel room block system and end-to-end event activity tasks: contracts, purchase orders, deposits, payments, attendee rosters, etc.
- Partner with the Travel Manager, offsite manager(s), and events teams to optimize processes.
Review & reconcile P-card Payments:
- Conduct reviews of P-card payment requests for accuracy and policy compliance.
- Reconcile expenses with supporting documentation to ensure proper financial tracking.
- Identify and address discrepancies in a timely manner.
Audit Travel:
- Review Concur and Uber transactions against T&E Policy.
- Identify discrepancies and policy violations via audits.
- Implement controls to address and rectify discrepancies.
Onboard/Exit Employees:
- Facilitate a smooth onboarding experience related to T&E functions
- Manage T&E processes during employee exits to ensure policy compliance and timely resolution
Maintain Credit Cards:
- Manage credit card processes, including issuance and maintenance
- Ensure timely updates and adherence to credit card policies
- Conduct reviews of credit card transactions to identify trends and areas for improvement
- Procurement (10%)
Enforce Procurement Policy:
- Support compliance with the procurement policy.
- Support internal audits to ensure adherence to established policies.
Manage Suppliers:
- Initiate and execute supplier.
- Manage the supplier onboarding process into the Oracle Fusion ERP system.
- Collaborate to facilitate 3rd Party Risk Assessments and Security reviews via ServiceNow.
- Track and perform Monthly Preferred Supplier SLA audit.
Manage Purchases:
- Manage Purchasing module activity: submission and approval of purchase requisitions, change orders, etc.
- Collaborate with the Accounts Payable to address invoices, receiving, payments, and PO issues affecting S2P processes.
Administer Contracts:
- Handle contract agreements: SOWs, order forms, and sponsorship agreements
- Update contract records, ensuring accuracy and completeness
- Transformation (10%)
Implement Automation:
- Identify opportunities & ensure integration of automated systems in S2P, primarily Travel.
- Drive transformation projects in alignment with team goals.
- Communicate progress, challenges, and outcomes.
Analyze Insights:
- Analyze data to derive actionable insights for T&E.
- Summarize insights into concise and actionable reports for strategic decision-making.
- Benchmark against industry leaders to maintain a best-in-class environment.
Requirements:
Work Experience:
- Travel program administration
- Contract review experience
- Project management skills
- Data analysis and tool proficiency
- Adaptability and continuous learning
- Advanced written and verbal communication skills
Educational Qualifications:
- Bachelor's degree in business, supply chain, or a quantitative field preferred.
- Alternatively, 4+ years of proven experience in Travel Operations.
Must Haves:
Candidates must have to excel in the role.
- Two to five years of travel and analytical experience.
- Ticketing systems proficiency.
- Experience with T&E tools (especially TMC).
- Strong written/verbal communication skills.
- Qualitative and quantitative analytical skills.
- Intermediate/Advanced Excel and Alteryx skills.
- Cross-functional collaboration.
- Critical thinking skills.
- Managing multiple work streams in dynamic environments.
Applications/Systems supported in role:
- Ticketing & Issue Resolution: ServiceNow
- Travel Management: Navan, Oversee, Everbridge
- Credit Card Management: Conferma, Client Gram
- Expense Management: Concur, Forma
- Business Management: G-Suite (Email, Spreadsheet, Slides, Forms), Slack, Zoom, UIPath
- Dropbox Applications: Dropbox, Paper, Capture, Dropbox Sign, DocSend, Dropbox Dash
- Business Analytics: Oracle Analytics Cloud, Tableau, Alteryx
- Procurement & Sourcing: ScoutRFP, Globality; ERP: Oracle Fusion/Cloud (Procurement, AP, Reports & Analytics)
Core Collaboration Hours:
- Core Collaboration Hours (CCH) is a company-wide block for real-time collaboration.
- Not reserved for meetings only, CCH is for all real-time collaboration that
- occurs at Dropbox, such as live problem solving over slack or email or simultaneously working on a doc.
CCH Hours:
- Americas (NAMER): PT 9am-1pm
- Europe (EMEA) GMT 10am-12pm & 4-6pm
- Asia Pacific & Japan (APJ): GMT +9 9am-1pm
Eastern or Central Time Zone Preferences
#TB_EN
Employers have access to artificial intelligence language tools (“AI”) that help generate and enhance job descriptions and AI may have been used to create this description. The position description has been reviewed for accuracy and Dice believes it to correctly reflect the job opportunity.