PRIMARY FUNCTION

The Travel & Expenses Administrator is responsible for processing expense reports and planning and coordinating travel for Specialists and Senior Leaders across Phillips in the Americas region. This role is responsible for the timely processing of all expenses, booking and arranging travel and entertainment, and ensuring compliance with all company policies and procedures.

Phillips values a workforce with a wide variety of experiences, backgrounds and skills, so we encourage you to apply even if you do not meet all of the qualifications.

DUTIES AND RESPONSIBILITIES

Receive expenses, ensuring appropriate receipts and details to enter into expense reporting system.
Ensure expense reports are complete, accurate, and submitted on a timely basis.
Review submitted expenses to ensure they are aligned with company policy and flag any exceptions.
Review expense usage on a regular basis for cost-saving opportunities and compliance.
Take requests from staff for travel bookings, including hotel, airfare and car rental. Complete any required bookings and communicate confirmations to staff.
Handle cancellations or issues with bookings to ensure smooth travel, including accommodations based on the needs of individual travelers.
Accurately and timely record travel expenses for reconciliation.
Research and arrange bookings for restaurants, catering or entertainment during offsite travel and ensure expenditures are correctly recorded and reconciled.
Review and make recommendations on best practices and options for finding efficiencies for supported staff.

PROFESSIONAL SKILLS AND EXPERIENCE

Expert knowledge of Excel and Outlook
Strong familiarity with remote networking and communication tools, i.e. Slack, Zoom
1+ years supporting executives and/or senior leadership in an administrative capacity
Experience using Chrome River and Egencia strongly preferred, experience with other expense and travel systems considered
Strong communication skills
Proactive problem solver

EDUCATION AND TRAINING

Associates degree in accounting, administration, or equivalent experience

PERSONAL ATTRIBUTES

Strong organizational skills
High level of detail orientation
Ability to multitask, with a high degree of client service orientation
Demonstrated ability to provide a high level of client service in a remote environment

WORKING CONDITIONS

Work is performed completely remotely within the US, working within the Eastern time zone.

ADDITIONAL INFORMATION

The hourly pay range for the role is $19.23-21.63 per hour.

Phillips Auctioneers LLC

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Travel & Expenses Administrator