Travel and Expense Program Analyst

​ Heidrick & Struggles is the world’s foremost advisor on executive leadership, driving superior client performance through premier human capital leadership advisory services. For more than 70 years, we’ve delivered value for our clients by leveraging unrivaled expertise to help organizations discover and enable outstanding leaders and teams. Learn more at  www.heidrick.com

Job Description:

Who we Are

Heidrick & Struggles is a premier provider of global leadership advisory and on-demand talent solutions, serving the senior-level talent and consulting needs of the world's top organizations. In our role as trusted leadership advisors, we partner with our clients to develop future-ready leaders and organizations, bringing together our services and offerings in executive search, diversity and inclusion, leadership assessment and development, organization and team acceleration, culture shaping and on-demand, independent talent solutions. Heidrick & Struggles pioneered the profession of executive search more than 70 years ago. Today, the firm provides integrated talent and human capital solutions to help our clients change the world, one leadership team at a time.®

Additional information on the firm can be found at www.heidrick.com.

The Role

The Travel and Expense Program Analyst administers the global corporate card program and employee and candidate expense reporting and reimbursement processes. The role handles exceptions, supports compliance, resolves payment discrepancies, and performs recurring and ad hoc reconciliations. The analyst also supports reporting, audits, account reconciliations, vendor relationships, system administration, training, and finance transformation initiatives, including AI and automation projects, as needed by the Senior Manager, Accounts Payable. Location: Remote, USA or Tampa, FL. Reports to: Senior Manager, Accounts Payable.

Responsibilities

- Administer the corporate credit card program, monitor spending limits, and reconcile statements, including ownership of the Business Travel Account. Coordinate with management to settle outstanding or delinquent balances and process new applications and cancellations.
- Audit employee and candidate expense reports for accuracy and compliance with corporate travel policies, and resolve complex payment and refund scenarios.
- Manage the Concur travel and expense system, including user setup and maintenance, as well as PCard, candidate profile, and vendor creation as needed.
- Prepare month-end accruals and provide data analysis to identify spending trends and vendor negotiation opportunities.
- Serve as the primary point of contact for questions about travel best practices, policy guidelines, corporate card procedures, and reimbursement timelines. Research issues, clarify options, and escalate unresolved matters to management.
- Lead training for new hires and new system features, and collaborate across the firm to gather feedback, resolve issues, and drive continuous improvement.
- Maintain departmental standard operating procedures and monitor compliance with Travel and Expense and vendor reimbursement policies, including the annual review of Travel and Expense and PCard policies.
- Manage third-party corporate card and travel program vendors to maintain service levels and meet reporting requirements, partnering with the external Travel Advisory provider to promote best-practice processes.
- Serve as a subject-matter expert during system implementations and process changes, and participate in user acceptance testing.
- Recommend technology solutions that improve the Travel and Expense process and support finance transformation initiatives.
- Participate in AI and automation projects and provide additional Accounts Payable support as needed.

Required Qualifications

- Bachelor's degree required, preferably in Accounting or Finance.
- Advanced Microsoft Excel skills, including PivotTables, XLOOKUP or VLOOKUP, INDEX/MATCH, Power Query, and advanced formulas.
- Experience with accounting and financial systems.
- Experience working with business customers to define reimbursement, account, and reporting requirements.
- Knowledge of the Microsoft Office suite.
- Excellent verbal and written communication skills, strong attention to detail, and effective problem-solving abilities.
- Customer orientation, with the ability to understand internal and external customer needs and deliver responsive solutions.
- Analytical thinking, with the ability to evaluate business problems quantitatively, present solutions, and weigh the pros and cons of available options.
- Self-confidence and determination in challenging situations, with a calm focus on results over time.
- Ability to develop creative, flexible solutions to business problems and identify opportunities to improve business performance.

Preferred Qualifications

- 1 to 3 years of related professional experience.
- Knowledge of Concur Expense.
- Experience with Purchase to Pay or Travel and Expense process improvement and application-system implementation.

Pay Range Guidelines for this Position:
The salary range for this position is 68750 USD to 70000 USD. Compensation is based on several factors including but not limited to education, work experience and skills. In addition to your salary, Heidrick & Struggles offers discretionary bonuses (subject to eligibility requirements) and a comprehensive benefits package including: medical, dental, vision, disability leave, parental leave, paid time off and 401k contribution (all benefits are subject to eligibility requirements). Note: we have a location based compensation structure; there may be a different range for candidates in other locations.

Heidrick & Struggles is an equal opportunity employer committed to hiring qualified protected veterans and individuals with disabilities. All qualified applicants will be considered for employment without regard to race, color, religion, creed, age, sex, national origin, gender identity or expression, sexual orientation, disability, marital status, veteran or military status, or citizenship status.