Manager, AP Travel & Entertainment

This role manages the daily operations of the Accounts Payable, Travel, and Expense teams, ensuring A+ customer service for internal partners and external vendors. The Manager will oversee overall travel spending, provide executive reporting on compliance, and ensure accurate processing and reporting for accounts payable. Key responsibilities include managing AP and T&E inboxes, processing invoices, handling vendor inquiries, preparing global payments, and assisting with SOX audits and ERP system upgrades. The position also involves reviewing expense exceptions, developing travel processes, supporting the Travel and Expense Committee, and ensuring policy adherence and compliance.

Must Have

• Manage daily activities of AP, Travel, and Expense teams.
• Provide A+ customer service to internal and external customers.
• Manage and assign tickets for AP & T&E inboxes.
• Process and code incoming invoices.
• Address vendor payment inquiries.
• Assist with quarterly and annual SOX audit requests.
• Prepare weekly global payment proposals (ACH, wire).
• Prepare and file 1099s.
• Review and approve invoices and credit card transactions.
• Manage AP month-end close & accrual.
• Review expense exceptions in Concur.
• Develop/update processes and reports for Expense and Travel.
• Ensure compliance with SOX controls.
• Manage travel policy exceptions.
• Minimum 8 years’ experience in AP, Travel, and Expense.
• Managed a team of three or more in AP, Travel, and Expense.
• Bachelor's Degree/Equivalent or related experience.
• Administration experience with ERP accounting systems and Travel and Expense platforms.
• Understanding of global accounting and finance best practices.
• Excellent communication skills.
• Strong understanding of data workflows and root cause analysis.
• Strategic/critical thinker with analytical skills for travel trends.

Good to Have

• Assist with annual UAT testing for ERP system upgrades.
• Assist managing automation projects for AP, Travel and Expense.
• Provide support for the Travel and Expense Committee quarterly meetings and audits.
• Conduct questionnaire-based surveys for internal stakeholders' feedback on Travel Program.
• Lead training to improve overall compliance and policy adherence.
• Support the Travel team in major RFPs and Procurement engagements.
• Assist with governance and control programs for business continuity.
• Participate in periodic performance reviews with suppliers and business stakeholders.
• Maintain appropriate technical and industry knowledge for Travel.
• Ability to build solid relationships with travel suppliers.
• Experience working with internal procurement team, travel management team, and travel agency.
• Ability to work and drive change in complex environments.

Perks & Benefits

• Comprehensive benefits package
• Voluntary healthcare coverage
• Paid time off
• Mentoring Program
• 401k plan with 100% vested company contributions (US-based)
• Flexible paid time off (US-based)
• Holidays (US-based)
• Generous caregiver and parental leaves (US-based)
• Life and disability insurance (US-based)
• Health benefits (medical, dental, vision, prescription drug coverage) (US-based)

Job Description

This role will manage the day-to-day activities of the AP, Travel, and Expense teams. The ideal candidate will partner with cross-functional business partners to provide A+ customer service and support to the business as well as outside vendors. This position will help manage overall travel spending, providing executive reporting on compliance, non-compliance, and reporting. Provides accurate processing and reporting for accounts payable as well. Support backup to Director to oversee AP and T&E teams.

Responsibilities:

Accounts Payable

• Manage and assign tickets for the AP & T&E inboxes
• Flag incoming invoices for the team to grab, review, code and process
• Address any inquiries from vendors related to payments
• Assist with quarterly and annual SOX audit requests
• Prepare weekly payment proposals: Global
• Setup ACH payment journal
• Setting up global wire payments
• 1099s preparation and filing
• Review and approve invoices for AP team
• Review and approve credit card transactions journal and post to GL, review credit card account reconciliation monthly prepared by AP team
• Assist with annual UAT testing for ERP system upgrades
• Assist managing automation projects for AP, Travel and Expense
• Manage AP month-end close & accrual
• Special projects as requested

Travel and Expense

• Review expense exceptions in Concur expense platform to make sure they adhere to the company’s travel and expense policy
• Develop/update processes and reports for Expense and Travel as required
• Provide support for the Travel and Expense Committee quarterly meetings and audits
• Conduct questionnaire-based surveys to gather internal stakeholders' feedback on the Travel Program
• Lead training and track stakeholder participation to improve overall compliance and policy adherence
• Support the Travel team in major RFPs and significant Procurement engagements related to the Travel Program
• Assist with governance and control programs for various products/services to ensure business continuity, protect company assets, and comply with corporate and regulatory policies and contractual compliance
• Participate in periodic performance reviews with management of suppliers and business stakeholders across the firm as it relates to the Travel Program
• Ensure compliance with SOX controls, procedures, and processes
• Maintain appropriate technical and industry knowledge for Travel
• Manage travel policy exceptions by collaborating with cross functional leaders to provide appropriate support and actions required to solve business travel issues
• Identifying trends and implementing appropriate corrective action
• Communicate effectively, both orally and in writing, with all organizational levels, including senior management
• Manage and track multiple detailed tasks and assignments with frequently changing priorities and deadlines in a fast-paced work environment with frequent interruptions
• Solicit and respond to internal user questions and feedback in a Service Desk
• Assist in T&E KPI and spending reports and system integration with other business applications as required

Qualifications

• Constantly work with a sense of urgency
• Provide A+ customer service to internal and external customers
• Managed a team of three or more in AP, Travel, and Expense
• Minimum of 8 years’ experience in AP, Travel and Expense
• Bachelor's Degree/Equivalent or related experience
• An ideal candidate has administration experience with ERP accounting systems as well as Travel and Expense platforms
• This candidate must be able to interact with C level executives as well as mid to Sr level Managers and provide direct support
• Understanding of accounting and finance best practices at a global level
• Senior-level administrative skills, excellent communications skills, and the ability to multitask and change priorities regularly
• Demonstrates strong understanding of data workflows and root cause analysis, accountability, compliance, confidentiality, and adherence to company policies and procedures.
• Strategic/critical thinker and ability to think out of the box
• Articulate Analytical- able to analyze travel trends.
• Able to build solid relationships with travel suppliers such as hotel and airfare partnerships.
• Acquire travel knowledge and experience working with the internal procurement team, the travel management team, and the travel agency.
• Significant high-level administrative and analytic analysis pertaining to travel will be required, as well as maintaining Travel communication channels.
• Work and drive change in complex environments.