Travel and Expenses - Senior Manager

nscaleoperationsukltd; Georgia; Híbrido; USD 120.000 - 180.000; Jornada completa

Descripción de la vacante

Nscale is seeking a senior T&E leader to drive global travel and expense governance. You will lead the T&E team, optimize processes, and ensure compliance across entities and currencies. The role partners with Treasury, Finance Systems and Payhawk/Navan to manage card programs and reimbursements.

The ideal candidate has extensive experience in multi-entity T&E operations, strong policy discipline, and a track record of improving service levels and data accuracy in fast-growing organizations.

Formación

• Experience leading multi-entity T&E operations.
• Strong governance and policy enforcement experience.
• Ability to manage card programs and reimbursements across orgs.
• Familiarity with Payhawk/Navan/NetSuite or equivalent expense systems.
• Excellent cross-functional collaboration with Treasury and Finance teams.

Responsabilidades

• Lead and develop the T&E team; hire and develop Analyst roles.
• Set a weekly operating rhythm: queue reviews and quality checks.
• Plan coverage for holidays, absences, peak periods.
• Own the expense and card approval queue across entities and currencies.
• Coordinate reimbursement runs with Treasury across entities.
• Govern card issuance, limits, virtual cards, offboarding processes.
• Own global T&E policy and related policies and enforcement.
• Run exception processes with defined approvers and monthly reporting.
• Reconcile card statements and Navan bookings; maintain audit trails.
• Reconcile HRIS against Payhawk/Navan weekly for joins/moves/leavers.
• Manage relationships with Payhawk and Navan; implement roadmap inputs.
• Define business requirements and test changes; assess scalability.

Conocimientos

Team leadership

T&E management

Policy enforcement

Vendor management

Process optimization

Herramientas

Payhawk

Navan

NetSuite

Expense systems

Descripción del empleo

About Nscale

Nscale is the GPU cloud engineered for AI. We provide cost-effective, high-performance infrastructure for AI start-ups and large enterprise customers. Nscale enables AI-focused companies to achieve superior results by reducing the complexity of AI development. Our GPU cloud bolsters technical capabilities and directly supports strategic business outcomes, including cost management, rapid innovation, and environmental responsibility.

The Role

Nscale's employees travel constantly across the UK, US, Europe and APAC, and our footprint keeps growing through new entities and acquisitions.

What You'll Own

Team leadership

Lead, hire and develop the T&E team, including the open Analyst roles.

Set a weekly operating rhythm: queue reviews, quality checks on manual approvals, and a clear view of what is aged and why.

Plan coverage so that nothing stalls during holidays, absences or peak periods.

Build the team's capability over time, moving it from purely transactional processing toward exception handling and continuous improvement.

Day-to-day operations and service levels

Own the expense and card approval queue across all entities, the T&E mailbox, and responses to employee and manager queries.

Agree and report on service levels for review turnaround, query response and reimbursement timing.

Coordinate reimbursement runs with Treasury across entities and currencies.

Make good use of the platform's controls, such as receipt thresholds and category-manager approval groups, so that out-of-policy items are caught before they reach the queue.

Corporate card and purchasing card program

Run card issuance with the right approvals, along with limits, virtual cards, renewals and cancellations at offboarding.

Enforce the submission deadline for card transactions, including freezing and unfreezing cards and following up with employees and their managers.

Govern company and purchasing cards used for business purchases, including a named owner for every card.

Keep an accurate register of every card, its holder, its limits and its entity.

Policy and enforcement

Own the global T&E policy and related policies

Apply the policy consistently at every level, including senior leaders and the assistants who book on their behalf; this needs a calm, firm and well-documented approach.

Run a clear exception process with defined approvers, a log and monthly reporting.

Use real booking data to review hotel and travel rate caps by location, and recommend changes where caps are unrealistic or too generous.

Design role- and location-specific rules where one policy doesn't fit, starting with a deployment travel policy for on-site teams.

Make sure policies and processes comply with HMRC, IRS and other local tax requirements, including per diems, benefits-in-kind and reimbursement rules.

Month end and controls

Make sure all T&E spend reaches the general ledger on time and coded correctly, including entity, department and category, before it syncs to NetSuite.

Work with Accounting so that T&E movements are explainable and the accrual process is documented, complete, and accurate

Reconcile card statements and travel bookings, including matching Navan bookings to the actual traveler in Payhawk.

Maintain audit evidence: approval trails, delegate and out-of-office approver reporting, card registers and exception logs.

Run regular checks for duplicate, fraudulent or non-compliant claims, and support internal and external audits.

Employee and approver data

Reconcile HRIS against Payhawk and Navan every week for joiners, movers and leavers, and for changes to departments, entities and approvers.

Work with Finance Systems to automate this data flow and to fix the root causes of recurring errors.

Vendors and platforms

Manage the day-to-day relationships with Payhawk and Navan: support escalations, service levels, business reviews and product roadmap input.

Work with Treasury on card funding and travel credit facilities.

Define business requirements and test changes; Finance Systems owns configuration, integrations and access roles.

Assess whether the current stack will scale with us, and contribute t