Job Description

Overview Job Title: Travel Specialist Location: 100% Remote Duration: 6 months Job Description: We are seeking a Travel & Expense Specialist within our Source to Pay (S2P) Team to help scale travel and events. This will be a fast paced and dynamic role that works closely with our stakeholders, legal and finance teams too. Manage travel, expenses, procurement functions, driving automation, and implement best-in-class processes. Analyze data to derive actionable insights and implement improvements. Grow your career and skill set by streamlining processes, enforcing policies, and fostering collaboration. The specialist plays a vital role in optimizing operations and driving efficiency within the organization. Responsibilities Travel, Events, Expenses (80%). Triage & Resolve Ticketing System Requests. Prioritize and process tickets to meet defined SLAs. Keep HelpMe page links and information up to date. Maintain accuracy in documentation and reporting. Utilize automated tools to streamline. Collaborate cross-functionally to address complex issues with timely resolutions. Proactively identify and implement improvements to the end user experience. Enforce Travel & Expense Policy Monitor and enforce compliance with T&E policies, identifying and addressing instances of non-compliance through education, training, and corrective action as necessary. Provide training and support to employees on policies, procedures, and systems to ensure understanding and compliance. Support internal & external audits to ensure adherence to established policies. Manage TMC related Travel Requests Process guest invitations, group travel, VIP traveler intake, delegations Execute business travel-related documentation: payments, itineraries, visas, medical, legal forms, etc. Support Offsite & Event Planning Monitor hotel room block system and end-to-end event activity tasks: contracts, purchase orders, deposits, payments, attendee rosters, etc. Partner with the Travel Manager, offsite manager(s), and events teams to optimize processes. Review & reconcile P-card Payments Conduct reviews of P-card payment requests for accuracy and policy compliance. Reconcile expenses with supporting documentation to ensure proper financial tracking. Identify and address discrepancies in a timely manner. Audit Travel Review Concur and Uber transactions against T&E Policy. Identify discrepancies and policy violations via audits. Implement controls to address and rectify discrepancies. Onboard/Exit Employees Facilitate a smooth onboarding experience related to T&E functions Manage T&E processes during employee exits to ensure policy compliance and timely resolution Maintain Credit Cards Manage credit card processes, including issuance and maintenance Ensure timely updates and adherence to credit card policies Conduct reviews of credit card transactions to identify trends and areas for improvement Procurement (10%) Enforce Procurement Policy Support compliance with the procurement policy. Support internal audits to ensure adherence to established policies. Manage Suppliers Initiate and execute supplier. Manage the supplier onboarding process into the Oracle Fusion ERP system. Collaborate to facilitate 3rd Party Risk Assessments and Security reviews via ServiceNow. Track and perform Monthly Preferred Supplier SLA audit. Manage Purchases Manage Purchasing module activity: submission and approval of purchase requisitions, change orders, etc. Collaborate with the Accounts Payable to address invoices, receiving, payments, and PO issues affecting S2P processes. Administer Contracts Handle contract agreements: SOWs, order forms, and sponsorship agreements Update contract records, ensuring accuracy and completeness Transformation (10%) Implement Automation Identify opportunities & ensure integration of automated systems in S2P, primarily Travel. Drive transformation projects in alignment with team goals. Communicate progress, challenges, and outcomes. Analyze Insights Analyze data to derive actionable insights for T&E. Summarize insights into concise and actionable reports for strategic decision-making. Benchmark against industry leaders to maintain a best-in-class environment. Requirements Work Experience Travel program administration Contract review experience Project management skills Data analysis and tool proficiency Adaptability and continuous learning Advanced written and verbal communication skills Educational Qualifications Bachelor\'s degree in business, supply chain, or a quantitative field preferred. Alternatively, 4+ years of proven experience in Travel Operations. Must Haves Two to five years of travel and analytical experience. Ticketing systems proficiency. Experience with T&E tools (especially TMC). Strong written/verbal communication skills. Qualitative and quantitative analytical skills. Intermediate/Advanced Excel and Alteryx skills. Cross-functional collaboration. Critical thinking skills. Managing multiple work streams in dynamic environments. Applications/Systems supported in role Ticketing & Issue Resolution: ServiceNow Travel Management: Navan, Oversee, Everbridge Credit Card Management: Conferma, Client Gram Expense Management: Concur, Forma Business Management: G-Suite (Email, Spreadsheet, Slides, Forms), Slack, Zoom, UIPath Dropbox Applications: Dropbox, Paper, Capture, Dropbox Sign, DocSend, Dropbox Dash Business Analytics: Oracle Analytics Cloud, Tableau, Alteryx Procurement & Sourcing: ScoutRFP, Globality; ERP: Oracle Fusion/Cloud (Procurement, AP, Reports & Analytics) Core Collaboration Hours Core Collaboration Hours (CCH) is a company-wide block for real-time collaboration. Not reserved for meetings only, CCH is for all real-time collaboration that occurs at Dropbox, such as live problem solving over slack or email or simultaneously working on a doc. CCH Hours Americas (NAMER): PT 9am-1pm Europe (EMEA) GMT 10am-12pm & 4-6pm Asia Pacific & Japan (APJ): GMT +9 9am-1pm Note: Time zone preferences and other operational details may be subject to change. #J-18808-Ljbffr TalentBurst

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