Job Description

Job Description

Job Description

Summary

The Travel and Expense Coordinator would assist with the coordination of domestic and international travel arrangements for all team members as needed. Additionally, the Travel and Expense Coordinator would monitor and manage expense reports and assist the accounting team with various tasks as assigned.

Essential Functions

The duties listed below are the specific duties and tasks that someone in this position must accomplish (i.e. why the job exists.) These are the core responsibilities of the position that cannot be modified or eliminated. The omission of specific statements of duties does not exclude them from the position if the work is similar, related, or a logical assignment to the level and/or class of this position.

• Assist in the coordination of domestic and international travel arrangements for the entire organization, consisting of both routine and complex travel.
• Work globally with multiple locations to coordinate travel arrangements and any other tasks as needed.
• Review and approve expense reports, including but not limited to; monitoring travel policy compliance, requesting reimbursement for unapproved expenses, and monitor submission status and follow-up on any missing or late reports.
• Assist with current and new employee training regarding any travel- and expense-related policies, procedures, and protocols.
• Assist with reservations and scheduling required maintenance for company vehicles.
• Perform any other miscellaneous travel- and expense-related tasks assigned by management.
• Assist the Accounting Manager, Controller, and other accounting team members as assigned by management.
• Maintain and ensure the highest level of confidentiality.
• Ability to travel up to 10% and work overtime to meet operational deadlines as assigned by management.
• Other duties as assigned by management.

Education and Experience

• High School Diploma or equivalent required

• Minimum of two (2) years of experience coordinating and processing travel arrangements
• One (1) year of experience with Concur required
• Ability to maintain confidentiality regarding employee situations
• In depth knowledge of North America and Italy geography and/or ability to understand distances between points of travel

Knowledge, Skills, and Abilities

• Highly proficient in MS Office, including Word, Excel, PowerPoint, and Outlook.
• Highly organized; thorough and efficient; methodical and detailed worker.
• Able to work independently and effectively with minimal supervision.
• Ability to create, maintain, and manage a project plan.
• Ability to understand and meet deadlines and goals.
• Ability to work in a fast-paced environment.
• Excellent verbal and written communication skills.
• Must be able to effectively listen, understand, and analyze problems.
• Excellent time management skills.
• Able to meet deadlines and communicate deadlines to other team members.
• Able to effectively work with all levels of team members.
• Fluent in Italian (preferred).

Licensing/Certifications

• A clear driving record containing no more than two (2) minor moving violations in three (3) years and no major violations in the last seven (7) years.

Equipment, Machinery, Tools, and Vehicles Used

General office equipment, including computers, printers, fax machines and telephones

Physical Demands

The physical demands described here are representative of those that an employee must be able to accomplish to successfully perform the essential functions of this position. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions of this position.

While performing the duties of this job, the employee is regularly required to use hands to manipulate, handle, feel or operate objects, tools or controls; reach with hands and arms; stand; talk and hear; walk; sit, climb or balance; stoop, kneel, crouch or crawl; and lift or move up to fifteen (15) pounds.

Specific vision abilities required by this job include close vision, distance vision, color vision, peripheral visions, depth perception and the ability to adjust focus.

Mental Demands

While performing the duties of this position, employees are regularly required to use written and oral communication skills; read and interpret data, information and documents, analyze and solve problems, use math and mathematical reasoning; observe and interpret situations; learn and apply new information or new skills; work under deadlines and constant interruptions; interact with staff and other organizations; and frequently deal with dissatisfied or quarrelsome individuals.

Working Conditions

The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this position. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions of this position.

The incumbent works primarily in an office environment.

This position is not a remote or hybrid position. The position requires only occasional travel, up to 10%, for training or similar activities. Travel may be domestic or international as required by management.

Reporting Relationships

This position reports to the Chief Financial Officer

Supervisory Responsibility

None

We are an Equal Employment Opportunity (“EEO”) Employer. If you need assistance or an accommodation with completing the application, you may contact us at (248) 560-0080.

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