Travel and Expense Administrator

About the Role

We are looking for a Travel & Expense Administrator to provide dedicated support to a group of Director-level leaders across multiple locations. This role manages end-to-end Travel and Expense (T&E) processes, including travel bookings, visa applications, and expense reporting. You will ensure seamless, cost-effective, and policy-compliant travel experiences while maintaining accuracy, timeliness, and discretion.

You will also contribute to a broader community of practice within the Business Administrator, Executive Assistant, and Facilities Management group .

Key Responsibilities

• Coordinate complex domestic and international travel arrangements (flights, hotels, ground transportation).
• Prepare and maintain detailed travel itineraries aligned with business needs.
• Anticipate and resolve last-minute travel issues (delays, cancellations, re-routing).
• Liaise with internal travel desks and external vendors to secure bookings and negotiate favorable rates.
• Manage and track visa applications, work permits, and other travel-related documents.
• Ensure timely submission of applications and supporting documents.
• Maintain up-to-date records of passport details, visa validity, and entry requirements.
• Coordinate with embassies, consulates, and travel agents for urgent visa needs.
• Prepare, review, and submit T&E claims accurately and on time.
• Ensure compliance with corporate T&E policies.
• Track and reconcile expenses, highlighting discrepancies or policy exceptions.
• Provide updates on claim statuses and outstanding balances.
• Maintain digital and physical records for audit readiness.
• Generate periodic T&E and travel cost reports for Finance and Management.
• Support ad hoc administrative tasks related to travel, expenses, and compliance.
• Collaborate with the broader Business Administrator & EA group for conferences, summits, and visitor management.

Skills & Competencies

Key Attributes

Qualifications

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