Travel and Expense Administrator

Vans; Kuala Lumpur; On-site; MYR 40,000 - 60,000; Full time

Job summary

A leading global footwear brand located in Kuala Lumpur is seeking a Travel and Expense Administrator to manage travel bookings and expense reporting for Directors. The ideal candidate will have at least 3 years of experience in executive administration and be tech-savvy. This role requires strong organizational skills, attention to detail, and the ability to maintain compliance with corporate policies.

Qualifications

• Must have strong analytical thinking and problem-solving skills.
• Familiarity with visa and immigration processes across multiple regions.
• Must have excellent teamwork skills and ability to manage multiple tasks.

Responsibilities

• Coordinate complex domestic and international travel arrangements.
• Manage and track visa applications and other travel-related documents.
• Prepare, review, and submit T&E claims accurately and on time.

Skills

Detail-oriented

Strong problem-solving

Communication skills

Tech-savvy in Microsoft Office

Education

3+ years of experience in executive administration

Tools

Concur

Amex GBT

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