Job Description

Reporting to the Director, Financial Systems Integration, the Travel & Expense (T&E) Specialist is responsible for supporting the administration and execution of the enterprises travel, expense, and purchase card (P-Card) programs. Focuses on operations, policy interpretation, expense review and reconciliation, compliance monitoring, system administration and functionality, day-to-day operations, vendor management and coordination, training and user assistance to ensure accurate processing and adherence to company policies and guidelines. Works closely with Finance, Payroll, and other internal stakeholders to support efficient and compliant travel and expense processes while delivering positive employee experience.

ESSENTIAL DUTIES AND RESPONSIBILITIES

1. Travel & Expense Program Operations & Training

• Performs daily operations of the Travel & Expense (T&E) program, including:

  • Reviews, and processes expense report by denying or approving submissions

  • Verifies and reconciles employee reimbursements

  • Reviews and verifies P-Card transaction

• Reviews, audits and reconciles expenses for accuracy, completeness, and compliance with policies

• Interprets, enforces and adheres to policies and guidelines to resolve and evaluates operational and escalated issues such as exceptions, disputed expenses, violations and non-compliant matters.

• Addresses operational issues and reconciles records to identify cost control gaps, patterns, inefficiencies, and traveler experience opportunities, recommends enhancements to address, and assists in supporting process improvements.

• Provides training and employee support by performing the following:

  • Serves as a subject matter expert for employee questions related to T&E processes and systems

  • Provides guidance on expense submission and travel procedures.

  • Develops and maintains training materials and user documentation.

2. Travel & Expense Systems Administration

• Functions as a system administrator of the enterprise travel and expense system (e.g., SAP Concur) with a focus on system functionality, data validation, and efficiency.

• Supports system administration activities such as user setup, access, and basic configuration updates.

• Provides front-line troubleshooting, user assistance, and resolution.

• Helps maintain policy controls and system functionality.

• Partners with vendor to supports system updates, enhancements, testing activities, and optimization initiatives.

• Monitors compliance trends and flag risks.

3. Vendor Management and Service Coordination

• Manages vendor relationships by coordinating with travel vendors (travel management companies, corporate card providers, and travel suppliers) to resolve operational issues and ensures service delivery.

• Tracks and coordinates periodic vendor performance reviews, service issue resolution, and contract compliance in accordance with negotiated agreements and established service level expectations and identifies opportunities for improvement.

• Supports sourcing and contract-related activities including preparing data and reports and participating in RFP process as deemed necessary.

• Maintains vendor-related documentation

4. Financial Processing and Support

• Supports travel-related financial processes, including identifying discrepancies, determining appropriate corrective actions, and administering Employee reimbursements Payroll deductions Travel-related receivables

• Partners with Payroll and Accounting to resolve transaction issues and discrepancies.

• Ensures timely and accurate processing in accordance with established procedures.

5. Policy Compliance and Administration

• Ensures adherence and applies travel and expense policies consistently when evaluating transactions.

• Provides guidance to employees on policy requirements and expense submission procedures.

• Identifies non-compliant transactions and escalates issues as appropriate.

• Supports policy updates through documentation and coordination.

6. Reporting and Analysis

• Generates standard reports on travel and expense activities to reconcile records

• Reviews and audits data for accuracy and completeness

• Assists in identifying basic trends and opportunities; supporting leadership reporting needs

8. Performs other duties as assigned to support the efficient operation of the department.

EDUCATION, EXPERIENCE AND QUALIFICATIONS

• Bachelor’s degree in Finance, Accounting, Business Administration, or related field required.

• Minimum three (3) years of experience in travel and expense, accounts payable, or related financial operations required, which is inclusive of expense reimbursement processes and/or corporate card programs and using T&E systems such as SAP Concur, Workday, or Oracle.

• Related, relevant, and/or direct experience may be considered in lieu of minimum educational requirements indicated above.

KNOWLEDGE, SKILLS AND ABILITIES (KSA)

• Experience in a mid-to-large organization preferred

• Familiarity with ERP or financial systems integrations preferred

• Working knowledge of travel and expense processes and policies

• Understanding of basic expense auditing and reimbursement practices

• Strong attention to detail and accuracy

• Basic analytical skills with ability to review and validate data

• Strong customer service orientation

• Ability to exercise sound judgment, follow established procedures, and escalate issues appropriately

• Effective communication skills

• Collaborative approach with cross-functional partners.

• Ability to manage multiple priorities in a fast-paced environment

• Proficiency in Microsoft Excel and standard business applications

LICENSES, CERTIFICATIONS AND REGISTRATIONS

• At the discretion of the San Manuel Tribal Gaming Commission, you may be required to obtain and maintain a gaming license.

• Certification in travel or expense management (e.g., CCTE, GTP) a plus.

• Certified Purchasing Card Professional (CPCP) a plus.

• No Driving Responsibilities: Role does not require a driver’s license or insurance.

PHYSICAL REQUIREMENTS/ WORKING CONDITIONS – ENVIRONMENT

The physical demands and working environment described here are representative of those that an employee encounters and must be met by an employee to successfully perform the essential functions of this job.

• Primary work environment is in a climate-controlled office setting.

• Work requires travel to attend meetings, trade shows, and conferences.

• Incumbents may be required to work evening, weekend and holiday shifts.

• Must be able to work in a fast-paced, high-demand environment.

• Strength sufficient to exert up to 10 pounds of force occasionally and/or a negligible amount of force frequently or constantly to lift, carry, push, pull or otherwise move objects and/or move up to 40 pounds occasionally.

• Sedentary work: involves sitting most of the time. Constantly operates a computer and other office productivity machinery, such as a calculator, copy machine, and computer printer.

• Physical activities that apply to the essential functions of the position are balancing, stooping, kneeling, crouching, reaching, pushing, pulling, lifting, grasping, talking, hearing, and repetitive motions.

• Hearing sufficient to hear conversational levels in person, via videoconference and over the telephone.

• Speech sufficient to make oneself heard and understood in person, in front of groups, in meetings, via videoconference and over the telephone.

• Visual acuity that meets the requirements of the position: The worker is required to have close visual acuity to perform an activity such as preparing and analyzing data and figures; transcribing; viewing a computer terminal; expansive reading and visual inspection of employees, visitors or facility.

• Mobility sufficient to safely move in an office environment, walk, stoop, bend and kneel, and enter, exit and operate a motor vehicle in the course of travel to promotional events, meetings, conferences, trade shows and San Manuel properties.

• Endurance sufficient to sit, walk and stand for extended periods, and maintain efficiency throughout the entire work shift and during extended work hours.

• The employee may be exposed to fumes or airborne particles including secondhand smoke.

Reasonable accommodation will be made in compliance with all applicable law.

As one of the largest private employers in the Inland Empire, San Manuel deeply cares about the future, growth and well-being of its employees. Join our team today!