Travel and Expense Associate

Pay is commiserate with experience and ranges between $30-40/hr.
The Travel and Expense Associate will work as part of the Travel and Expense team within the Finance organization to provide support for all travel and expense (“T&E”) related activities for the client and its affiliates. The primary focus of this role is to drive operational excellence within the Travel & Expense (T&E) Program by managing employee compliance, supporting daily inquiries, and ensuring timely and accurate expense reporting. The role assumes monthly follow-ups on outstanding expenses, partners closely with SAP Concur Audit and internal stakeholders, and serves as the primary liaison to Compliance and Sales Operations for field-related support. The role also provides backup coverage during peak expense processing periods and contributes to ongoing process improvements that strengthen the Program efficiency and integrity.
In addition, this role plays a key part in employee enablement and training across the organization. Responsibilities include conducting New Hire and Field onboarding sessions, delivering company-wide T&E educational workshops, and developing scalable video-based training modules using AI technology. The position identifies and addresses repeat non-compliance through targeted coaching, produces user guides and SOPs, and performs ongoing quality assurance reviews to prevent future issues. Collectively, these activities ensure that employees remain well-informed, compliant, and equipped to navigate the T&E Program effectively.
The ideal candidate will work well in a fast-paced and team-oriented environment, will demonstrate sound judgment and strong attention to detail and will be motivated to learn and take on additional responsibility, without jeopardizing quality of existing responsibilities. The ideal candidate will also demonstrate a vested interest in the T&E industry and keep up with industry trends.

RESPONSIBILITIES
·Manage monthly employee follow-ups for outstanding expenses.
·Respond to employee travel and expense inquiries in the shared inbox.
·Identify repeat instances of expense report non-compliance and deliver targeted training.
·Facilitate New Hire Training, Field New Hire Training, and company-wide T&E education sessions, engaging team support as needed.
·Develop video-based training modules for the T&E Program using the Synthesia AI platform.
·Maintain a strong partnership with SAP Concur Audit to quickly resolve issues and keep the Audit Scripts updated.
·Serve as the primary liaison to Compliance and Sales Operations to ensure accurate expense reporting and field support.
·Provide backup coverage for Expense Report Processor queues during peak volumes and drive process improvements.
·Create User Guides and SOPs to support T&E Program efficiency and compliance.
·Perform QA report reviews to identify, remediate, and prevent future expense-related non-compliance.

QUALIFICATIONS AND PERSONAL ATTRIBUTES
BASIC QUALIFICATIONS:
·Bachelor’s Degree in Accounting, Finance, Business, or related field. Master’s Degree is a plus.
·3–5 years in Travel & Expense with focus on Expense preferably in Life Science industry and familiarity with Healthcare Professionals (HCPs) and relevant regulatory reporting requirements.
·Working knowledge of SAP Concur or similar expense management systems.
·Experience conducting employee training and creating effective documentation.
·Proficient in Microsoft Excel and other Office applications.
·Strong attention to detail.
·Strong written and communication skills.

PREFERRED QUALIFICATIONS:
·Knowledge of internal expense audit processes.
·Background in Quality Assurance, or issue resolution.
·Familiarity with AI-based training creation tools and systems.
·Strong analytical skills.
·Ability to manage multiple priorities in a fast-paced environment.
·Ability to collaborate effectively with cross-functional teams and external stakeholders.
·Excellent organization, self-awareness, and interpersonal skills.
·Highly motivated self-starter with a proven ability to learn new concepts independently.
·Trustworthy and works with the highest degree of integrity.
·Relevant certifications are a plus.

WORKING CONDITIONS REQUIREMENTS
·Commitment to working well in an office-based team environment (3 days per week) in Waltham, MA location as well as a remote capacity (hybrid model) – a fully remote arrangement is not an option.
·Ability to endure long periods of time sitting in front of a computer screen.
·Availability for work-related travel as required by business needs.