The Expense Management Coordinator is responsible for administering the Company's expense management and corporate card programs to ensure compliance with financial policies and internal controls. This position serves as the primary administrator of Concur, audits and validates expense reports, verifies supporting documentation, monitors compliance with company travel and expense policies, and manages corporate credit card issuance and maintenance. The role provides an independent review function designed to ensure consistent application of policies and reduce risk associated with expense reporting and company card usage.
Key Contributions of the Role
Expense Report Administration and Auditing
- Review all expense reports for completeness, accuracy, policy compliance, proper coding, required approvals, and supporting documentation.
- Audit corporate credit card and out-of-pocket expenses to ensure adherence to company travel and expense policies.
- Verify receipts, business purpose documentation, attendee information, mileage calculations, and coding accuracy.
- Identify policy violations, unauthorized expenses, missing documentation, duplicate submissions, and other exceptions requiring follow-up.
- Return expense reports for correction when expenses do not meet policy requirements.
- Maintain documentation supporting expense report approvals, audits, and compliance reviews.
- Monitor expense report submission timeliness and communicate delinquency concerns to associates and leadership.
- Prepare recurring reports and analysis related to expense trends, policy violations, compliance rates, and corporate card utilization.
Concur and Company Credit Card Administration
- Create, modify, and deactivate Concur user accounts in accordance with employment and organizational changes.
- Maintain expense types, approval workflows, organizational structures, and system configurations as assigned.
- Troubleshoot user issues and provide training and support to associates.
- Administer the company corporate credit card program, including new card requests, cardholder setup, and account maintenance.
- Coordinate card ordering, activation, distribution, replacement, suspension, and cancellation activities.
- Ensure corporate card access aligns with established authorization criteria.
- Process card cancellations and recover company credit cards during associate separations.
- Maintain accurate cardholder records and supporting documentation.
- Investigate and assist in resolving cardholder issues, disputed charges, and policy violations.
Compliance, Controls, and Reporting
- Support internal financial control processes related to expense management and corporate card administration.
- Perform periodic audits of expense reports and card activity to identify trends, risks, and control deficiencies.
- Maintain audit-ready documentation and records.
- Partner with Finance, HR, Payroll, and department leaders to ensure policy compliance and timely resolution of issues.
- Recommend process improvements that strengthen internal controls and enhance compliance.
Requirements
- 3+ years of experience in finance, accounting, accounts payable, expense administration, auditing, or a related role.
- Experience administering Concur or similar expense management systems strongly preferred.
- Experience working with corporate credit card programs preferred.
- Strong attention to detail and auditing capabilities.
- Strong analytical and investigative skills.
- Ability to maintain confidentiality and exercise sound judgement.
- Ability to work on multiple tasks simultaneously in a fast-paced environment.
- Excellent verbal and written communication skills with the ability to work effectively across all levels of the organization.
- High level of professionalism, discretion, and proficiency with business technology and collaboration tools, including Microsoft Office and company-approved AI-enabled solutions.
- Associate’s degree in Accounting, Finance, Business Administration, or a related field.
Aligning With Our Values for Success
- Demonstrate Core Values of Caring, Commitment, Integrity, Spirit, Responsiveness, Inclusivity, and Teamwork.
- Ability to perform as a responsible ESOP owner by making daily decisions to benefit the client and the company.
- Treat all internal and external customers with courtesy and respect, as outlined in our Blue Diamond Customer Service Program.
Please note that the roles and responsibilities outlined in this job description are not exhaustive and may be subject to change. Additional tasks may be assigned as needed to meet the evolving needs of the company.
EOE Language
Shepard is an Equal Opportunity Employer. We do not discriminate on the basis of race, religion, age, color, sex, gender, gender identity, gender expression, sexual orientation, marital status, national origin, ancestry, medical condition, genetic information, military status, veteran status, non‑disqualifying physical or mental disability, or any other non‑merit factor. All employment decisions are made based on business need, job requirements, individual qualifications, and merit.