Travel & Expense Coordinator

Optimal; Allen Park (MI); Hybrid; USD 42,000 - 54,000; Full time

Benefits offered by this job

Hybrid work schedule (4 days in office

Job summary

Optimal in the United States is seeking a Travel & Expense Advocate & Management professional to support Advanced EV leaders. You will process travel and expense reports, ensuring compliance with the OEM Global Travel Policy and timely reimbursements.

You will act as the primary liaison with the OEM Travel department, assist with corporate card guidance, and help onboarding and training activities while supporting workplace operations on a hybrid schedule.

Qualifications

• High school diploma or GED required.
• Experience with travel and expense reporting.
• Familiarity with corporate card programs.

Responsibilities

• Directly process travel and expense reports for leaders, ensuring policy compliance and timely reimbursement.
• Serve as liaison with the OEM Travel department to resolve issues and clarify policy interpretations.
• Assist with corporate travel card applications, tracking status and guidance on usage and reconciliation.
• Identify and escalate routine roadblocks and system errors to management for resolution.
• Provide onboarding support and training coordination, equipment and system access for new employees.
• Support workplace experience and office supplies, maintaining inventory and a welcoming onsite environment.

Skills

Corporate Card Management

Travel & Expense Reporting

Policy Compliance

Executive Support

Education

High School Diploma / GED

Tools

Concur

SAP

Microsoft Office

Excel

Job description

Position Description:

• Travel & Expense Advocacy & Management
• Leadership Support: Directly process travel and expense reports for Advanced EV leaders, ensuring 100% compliance with the OEM Global Travel Policy and timely reimbursement.
• Employee Advocacy: Act as the primary liaison and advocate for Advanced EV employees with the OEM Travel department. Resolve complex booking issues, clarify policy interpretations, and troubleshoot travel-related roadblocks on behalf of the team.
• Corporate Card Management: Assist team members with corporate travel card applications, tracking status and providing guidance on card usage and reconciliation procedures.
• Policy Oversight: Serve as the subject matter expert for the team's T&E activities. Identify routine roadblocks-such as system errors or policy discrepancies-and effectively bring them to management for resolution.
• Team Concierge: Provide general travel and expense support to the Advanced EV team, acting as a primary point of contact for operational troubleshooting and "concierge" services to enhance team efficiency. Onboarding & Training
• Onboarding Backup: Act as the primary backup support to the Onboarding Lead, assisting with the coordination of equipment, system access, and orientation schedules to ensure a seamless "Day 1" experience for new employees.
• Training: Support training for Advanced EV employees, assisting with scheduling and training documentation as required. Business Operations Support
• Workplace Experience Support: Manage office supplies, providing a welcoming environment for all employees onsite and maintaining inventory.
• General Support: Assist with Business Operations special projects, events, initiatives, merchandise, and services as needed.

Skills Required:

• Administration - Corporate Card Management: Assist team members with corporate travel card applications, tracking status and providing guidance on card usage and reconciliation procedures.
• Logistics - Leadership Support: Directly process travel and expense reports for Advanced EV leaders, ensuring 100% compliance with the OEM Global Travel Policy and timely reimbursement.
• Business Process Support - Onboarding Backup: Act as the primary backup support to the Onboarding Lead, assisting with the coordination of equipment, system access, and orientation schedules to ensure a seamless "Day 1" experience for new employees.

Skills Preferred:

• Compliance Professional - Policy Oversight: Serve as the subject matter expert for the team's T&E activities. Identify routine roadblocks-such as system errors or policy discrepancies-and effectively bring them to management for resolution.
• Training Administration - Training: Support training for Advanced EV employees, assisting with scheduling and training documentation as required.

Experience Required:

• Exceptional data analysis skills and attention to detail, with a focus on financial compliance
• Some experience with automation of workflows is a bonus.
• Knowledge of administrative procedures and software applications (such as Microsoft Office Word, Excel, PowerPoint, Teams, etc.)
• Experience with Travel and Expense reporting systems (e.g., Concur, SAP) and the ability to train others on these platforms
• Excellent organizational and time management skills, with a proven ability to be proactive and anticipate the needs of a high-energy team
• Ability to follow specific, detailed instructions while exercising judgment within the area of immediate responsibility
• Excellent written and verbal communication skills
• Executive support experience

Education Required:
High School Diploma / GED

Additional Information:
***HYBRID / 4 days per week in the office***