Travel & Expense Specialist

Job Type:
Job reference:
about 1 month ago

Company Description
Dropbox is a leading global collaboration platform that's transforming the way people work together, from the smallest business to the largest enterprise. With more than 700 million registered users across more than 180 countries, our mission is to design a more enlightened way of working. From our headquarters in San Francisco to three dedicated Studios and a worldwide team of employees who choose where they work best, our Virtual First approach is leading the way into the future of work.

Role 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 to:

  • Manage travel, expense, and procurement functions, driving automation, and implementing 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.

This is a remote role (within Ireland) on a 12 month contract.

Role Responsibilities:

Travel, Events, Expenses (80%):

Triage & Resolve Ticketing System Requests

  • Prioritize and process tickets to meet defined SLAs
  • 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 blocks and end-to-end event activity tasks: contracts, purchase orders, deposits, payments, attendee rosters, etc.
  • Partner with the Travel Manager, offsite, 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 of 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

Manage Purchases

  • Manage Purchasing module activity: submission and approval of purchase requisitions, change orders, etc.
  • Collaborate with the Accounts Payable to address invoicing, 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 in concise and actionable reports for strategic decision-making
  • Benchmark against industry leaders to maintain a best-in-class environment

Role 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:

  • 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, BOA 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)

Note: Please apply only if you are currently in Ireland and eligible to work full-time in Ireland

**Only shortlisted candidates will be contacted

For more information about this role, please email Aamir Bafanda at [email protected]

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