Travel and Expense Administrator
VF CorporationKuala Lumpur, Kuala Lumpur, Malaysia10 jam yang lalu
Penerangan pekerjaanManage and track visa applications, work permits, and other travel‑related documents required for Directors. 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. Prepare, review, and submit Directors’ 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 Directors with updates on claim statuses and outstanding balances. 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). Provide constant feedback to the community of practice to improve efficiencies within the Business Administrator & EA group. 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. Proactive, agile / flexible, curious, and able to thrive in ambiguity. Ability to work independently with minimal supervision, with strong initiative. Develops and maintains good working relationships throughout the organization, providing outstanding customer service. Embodies high personal and professional integrity and ethics. Manages complex interpersonal interactions, makes decisions, and works effectively under pressure. Collaborates with peers and superiors, building relationships across the globe. Culturally sensitive and aware. 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 responsibility and awareness of cultural preferences / diversities. Strong initiator with high ownership of assigned projects / programs; acts with urgency. Effective stakeholder engagement and interpersonal skills. Excellent budget management and advanced skills in Word, PowerPoint, and Excel. Excellent teamwork skills, high winning‑together spirit, and ability to manage multiple tasks. Great analytical thinking and problem‑solving skills. Innovation and growth mindset. Associate Full‑time Administrative Facilities Services
VF Corporation – Kuala Lumpur, Federal Territory of Kuala Lumpur, Malaysia
About your role :
The Travel and Expense Administrator provides dedicated support to a group of multi‑location Directors 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 while maintaining accuracy, timeliness, and discretion.
You will support a broader community of practice within the Business Administrator, Executive Assistant and Facilities Management group.
Responsibilities
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 or external vendors to secure bookings and negotiate favorable rates.
Visa & Documentation Support
Expense Management
Administrative Support
Skills & Competencies
Key Attributes
Desirable Qualifications & Competencies
Seniority Level
Employment Type
Job Function
Industries
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