Travel and Expense Administrator

VF Brands Malaysia Sdn Bhd; Kuala Lumpur; On-site; MYR 60,000 - 80,000; Full time

Job summary

A leading global brand is seeking a Travel & Expense Administrator in Kuala Lumpur, Malaysia. This position involves managing travel bookings, visa applications, and expense reporting, ensuring compliance with company policies. Candidates should have at least 3 years of experience in administration or travel coordination, strong communication skills in English, and be adept with travel and expense systems. The company offers a dynamic work environment with a focus on accuracy and discretion.

Qualifications

• Minimum 3 years of experience in executive administration, travel coordination, or T&E support.
• Strong communication skills in English.
• Familiarity with visa and immigration processes across multiple regions.
• Knowledge of travel booking and expense systems.

Responsibilities

• Coordinate complex travel arrangements.
• Prepare and maintain travel itineraries.
• Anticipate and resolve travel issues.
• Liaise with vendors to secure bookings.
• Manage and track visa applications.
• Ensure compliance with corporate T&E policies.

Skills

Detail-oriented

Problem-solving

Communication skills

Tech-savvy in Microsoft Office

Professionalism

Tools

Concur

Amex GBT

Microsoft Office

Job description

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

• 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

• Proactive, agile, and adaptable in ambiguous situations.
• Ability to work independently with strong initiative.
• Excellent customer service and relationship-building skills.
• High integrity and ethical standards.
• Effective under pressure with strong decision-making skills.
• Culturally sensitive and globally aware.

Qualifications

• Minimum 3 years of experience in executive administration, travel coordination, or T&E support.
• Strong communication skills in English.
• Familiarity with visa and immigration processes across multiple regions.
• Knowledge of travel booking and expense systems (e.g., Concur, Amex GBT).
• Advanced skills in Word, PowerPoint, and Excel.
• Strong analytical thinking and problem-solving skills.
• Growth mindset and ability to manage multiple tasks effectively.