Executive Travel & Expense Coordinator (Hybrid)

Grocery-Outlet; Emeryville (CA); Hybrid; USD 95,000 - 110,000; Full time

Job summary

Grocery Outlet is seeking an Administrative Specialist (Travel & Expense) in Emeryville to centrally manage travel for the Sr. Executive team and handle expense reporting with adherence to company policies.

You will partner with the Senior Executive Assistant, maintain travel profiles, and build strong vendor relationships while ensuring a high-quality travel experience across executives.

Qualifications

• 3+ years coordinating business travel and expense reports.
• Experience supporting executive-level travel.
• Strong knowledge of travel booking, itineraries and reconciliation.
• Experience with Concur or similar platform.
• Attention to detail; manage multiple trips, changes and deadlines.
• Strong written and verbal communication; customer-service oriented.
• High integrity and ability to maintain confidentiality.

Responsibilities

• Arrange domestic travel for Sr. Executive team.
• Research and present travel options balancing schedule, cost and flexibility.
• Book air, hotel, ground transport and other accommodations.
• Maintain executive travel profiles and preferences.
• Prepare detailed itineraries with logistics and contacts.
• Monitor disruptions and coordinate alternatives; communicate updates.
• Coordinate conference registrations and related travel logistics.
• Complete, submit and reconcile expense reports on time.
• Track receipts and follow up on missing documentation.
• Ensure compliance with Grocery Outlet policies and approvals.
• Manage corporate card administration and monthly reconciliation.
• Track travel credits, refunds and recoverable value.
• Maintain organized travel/expense records and provide reports.
• Build relationships with travel vendors and internal teams.

Skills

Travel coordination

Expense reconciliation

Executive support

Attention to detail

Communication

Confidentiality

Problem solving

Time management

Tools

Concur

Microsoft Outlook

Excel

Teams

Job description

Grocery Outlet is seeking an Administrative Specialist (Travel & Expense) in Emeryville to centrally manage travel for the Sr. Executive team and handle expense reporting with adherence to company policies.

You will partner with the Senior Executive Assistant, maintain travel profiles, and build strong vendor relationships while ensuring a high-quality travel experience across executives.