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Travel and Expense Administrator

Travel and Expense Administrator

VansKuala Lumpur, Kuala Lumpur, Malaysia
2 days ago
Job description

About your role :

The Travel and Expense Administrator provides dedicated support to a group of multi‑locations Director+ by managing their Travel and Expense (T&E) processes, including end‑to‑end travel bookings, visa applications, and expense reporting. The role ensures seamless, cost‑effective, and policy‑compliant travel experiences for Director+ while maintaining accuracy, timeliness, and discretion.

The Travel and Expense Administrator contributes to a broader community of practice within the Business Administrator, Executive Assistant and Facilities Management group.

Your responsibilities will include (but not limited) :

Travel Management

  • Coordinate complex domestic and international travel arrangements (flights, hotels, ground transportation etc).
  • Prepare and maintain detailed travel itineraries, ensuring efficiency and alignment with business needs.
  • Anticipate and resolve any last‑minute travel issues (delays, cancellations, re‑routing).
  • Liaise with internal travel desks and / or external vendors to secure bookings and negotiate favorable rates.

Visa & Documentation Support

  • Manage and track visa applications, work permits, and other travel‑related documents required for Director+.
  • Ensure timely submission of applications and supporting documents (letters, schedules, invitations).
  • Maintain an up‑to‑date record of passport details, visa validity, and entry requirements.
  • Coordinate with embassies, consulates, and travel agents to expedite urgent visa needs.

    • Expense Management

  • Prepare, review, and submit Director+’s T&E claims accurately and on time.
  • Ensure compliance with corporate T&E policies and finance requirements.
  • Track and reconcile expenses, highlighting discrepancies or policy exceptions.
  • Provide Director+ with updates on claim statuses and outstanding balances.

    • Administrative Support

  • Keep digital and physical records of bookings, receipts, itineraries, and visa documentation for audit readiness.
  • Generate periodic T&E and travel cost reports for Finance and Management, if required.
  • Support ad hoc administrative tasks related to travel, expenses, and compliance.
  • Coordinate and support the broader Business Administrator & Executive Assistant group for ongoing conferences, summits, visitor management (as and when required).
  • Extend support and constant feedback to “community of practice” to better improve efficiencies within the Business Administrator & EA group (as and when required).

    • Skills & Competencies

  • Detail‑oriented, organized, and proactive.
  • Strong problem‑solving and communication skills.
  • Tech‑savvy in Microsoft Office and travel / expense systems.
  • Professional, discreet, and reliable under pressure.

    • Key Attributes :

  • Be proactive, agile / flexible, show curiosity and ability to thrive in ambiguity.
  • Ability to work independently with minimal supervision, strong initiative.
  • Develops and maintains good working relationships throughout the organization by exhibiting outstanding customer service skills with all internal and external customers.
  • Embodies the highest level of personal and professional integrity and ethics.
  • Able to manage complex and conflicting interpersonal interactions with others, solve problems, make decisions and work effectively under pressure.
  • Able to collaborate with peers and superiors while building relationships with individuals and organizations across the globe.
  • Culturally sensitive and aware.

    • Desirable Qualifications & Competencies :

  • 3+ years of experience in executive administration, travel coordination, or T&E support.
  • Good communication skill in English
  • Familiarity with visa and immigration processes across multiple regions.
  • Strong knowledge of travel booking and expense systems (e.g., Concur, Amex GBT).
  • High sense of responsibilities and cultural preferences / differences
  • Strong initiator and high ownership of assigned projects / programs, Acts with urgency.
  • Effective at stakeholder engagement and interpersonal skills
  • Excellent budget management and admin work with advanced skills of Word, Power‑point and excel
  • Excellent teamwork skills, high winning together spirit and multiple tasks management
  • Must have great Analytical thinking and Problem‑solving skills
  • Innovation & growth mindset

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