Travel and Expense Administrator

VF Corporation; Kuala Lumpur; On-site; MYR 100,000 - 150,000; Full time

Job summary

A multinational corporation in Kuala Lumpur seeks a Travel and Expense Administrator to manage travel arrangements, visa applications, and expense reporting for Director-level personnel. The role requires strong organizational and communication skills, with a minimum of three years of experience in executive administration or travel coordination. Ideal candidates will be proactive, detail-oriented, and tech-savvy. This position offers an opportunity to contribute to a diverse and inclusive workplace.

Qualifications

• 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.

Responsibilities

• Coordinate complex domestic and international travel arrangements.
• Manage and track visa applications for Director+.
• Prepare, review, and submit T&E claims accurately.

Skills

Detail-oriented

Problem-solving skills

Communication skills

Tech-savvy

Tools

Microsoft Office

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

VF Diversity Vision Statement

VF is committed to creating an inclusive environment that welcomes and values the differences among all of our associates, customers, suppliers and the communities in which we live and conduct business. The continued success and growth of VF is enhanced through initiatives that promote diversity throughout VF around the world. VF is an equal employment opportunity/affirmative action employer of minorities, females, protected veterans and the disabled. VF is committed to providing equal opportunities in employment, and treating our VF associates and VF applicants without discrimination on the basis of their race, color, gender, age, national origin, religion, sexual orientation, gender identity or expression, marital status, citizenship, disability, protected veteran status, HIV/AIDS status, or any other legally protected factor.