Job Description

ZEISS in India

ZEISS in India is headquartered in Bengaluru and present in the fields of Industrial Quality Solutions, Research Microscopy Solutions, Medical Technology, Vision Care and Sports & Cine Optics.

ZEISS India has 3 production facilities, R&D center, Global IT services and about 40 Sales & Service offices in almost all Tier I and Tier II cities in India. With 2200+ employees and continued investments over 25 years in India, ZEISS’ success story in India is continuing at a rapid pace.

Further information at ZEISS India.

Purpose of this position / Position summary

We are looking for a detail-oriented Accounts Payable & Travel Expense Associate to manage end-to-end employee Travel & Expense (T&E) processing through SAP Concur and Accounts Payable Invoice Processing operations. The role carries focus on Travel & Expense operations and Accounts Payable activities, ensuring timely processing of employee expense claims, vendor invoices, payment coordination, reconciliations, documentation, compliance, and month-end support.

The position requires strong attention to detail, process discipline, stakeholder coordination, and the ability to operate effectively in a shared services finance environment.

Primary duties and responsibilities

Travel & expense (T&E) operations

• Process employee travel and expense claims through SAP Concur within defined service level agreements.
• Review expense claims for policy compliance, approvals, supporting documents, GST applicability, expense coding, and reimbursement eligibility.
• Validate travel-related expenses, hotel invoices, transportation expenses, meal claims, and miscellaneous reimbursements.
• Process manual expense claims, travel advances, refunds, employee reimbursements, and advance settlements.
• Prepare and support Concur payment batches and employee reimbursement settlements.
• Coordinate with employees to resolve claim discrepancies, missing approvals, supporting documentation, and policy exceptions.
• Perform corporate credit card reconciliations, outstanding balance follow-up, and expense validation.
• Monitor pending claims, rejected claims, aged claims, and employee settlement status.
• Maintain accurate documentation, audit trails, and expense records.
• Support month-end activities, expense accruals, provisions, reporting, and period-end closures.
• Generate employee expense reports and assist in expense analytics and management reporting.

Accounts Payable Invoice Processing

• Receive, verify, and account vendor invoices and supporting documentation.
• Process PO and non-PO invoices within defined turnaround timelines.
• Perform invoice verification and 3-way matching.
• Track invoice exceptions, rejected invoices, and pending documentation.
• Coordinate with Procurement, Warehouse, and business users for invoice clarifications and documentation closure.
• Maintain invoice processing trackers and monitor invoice movement across different processing stages.
• Ensure timely submission of invoices for accounting and payment processing.

Vendor Coordination & Employee Query Handling

• Respond to employee queries related to expense claims, reimbursements, travel advances, Concur submissions, and payment status.
• Acknowledge and respond to vendor queries regarding invoice status, payment status, missing documentation, and invoice processing.
• Coordinate with internal stakeholders for claim approvals, invoice resolutions, and documentation completion.
• Escalate complex payment, reconciliation, compliance, or system issues to the AP Lead.
• Maintain professional and timely communication with employees, vendors, and business stakeholders.

Reporting, compliance, month-end & system support

• Maintain AP and T&E processing trackers, outstanding reports, employee reimbursement records, invoice ageing, and payment status reports.
• Generate routine MIS and operational reports from SAP and SAP Concur to support management reporting and month-end activities.
• Ensure employee expense claims and vendor invoices are supported by required approvals, documentation, and compliance with company policies, GST, and TDS requirements.
• Perform duplicate claim and invoice checks and maintain audit-ready documentation for AP and T&E transactions.
• Support month-end closure activities including expense accruals, provisions, open invoice and claim tracking, advance reconciliations, GR/IR follow-up, AP ageing, and reimbursement reconciliation.
• Process and maintain AP and T&E transactions in SAP and SAP Concur, ensuring data accuracy, documentation integrity, and support for system and process improvements.
• B.Com / M.Com or equivalent.
• 2–4 years of experience in Travel & Expense (T&E), Accounts Payable, Finance Operations, or Shared Services.
• Hands-on experience in SAP Concur Travel & Expense processing is strongly preferred.
• Working knowledge of SAP or SAP S/4HANA.
• Good understanding of employee reimbursement processes, corporate credit card reconciliations, and travel policy compliance.
• Basic knowledge of GST and TDS documentation requirements.
• Good knowledge of MS Excel and finance documentation management.
• Strong attention to detail, organizational skills, and process discipline.
• Good communication and stakeholder coordination abilities.
• Ability to manage parallel AP and T&E processing workloads within defined service levels.

Your ZEISS Recruiting Team:

Manoj Badaik