About your role:
The Travel and Expense Administrator provides dedicated support to a group of multi-locations Director+ by managing their Travel and Expense (T&E) processes, including end-to-end travel bookings, visa applications, and expense reporting. The role ensures seamless, cost-effective, and policy-compliant travel experiences for Director+ while maintaining accuracy, timeliness, and discretion.
The Travel and Expense Administrator contributes to a broader community of practice within the Business Administrator, Executive Assistant and Facilities Management group.
Your responsibilities will include (but not limited):
Travel Management
· Coordinate complex domestic and international travel arrangements (flights, hotels, ground transportation etc).
· Prepare and maintain detailed travel itineraries, ensuring efficiency and alignment with business needs.
· Anticipate and resolve any last-minute travel issues (delays, cancellations, re-routing).
· Liaise with internal travel desks and/or external vendors to secure bookings and negotiate favorable rates.
Visa & Documentation Support
· Manage and track visa applications, work permits, and other travel-related documents required for Director+.
· Ensure timely submission of applications and supporting documents (letters, schedules, invitations).
· Maintain an up-to-date record of passport details, visa validity, and entry requirements.
· Coordinate with embassies, consulates, and travel agents to expedite urgent visa needs.
Expense Management
· Prepare, review, and submit Director+’s T&E claims accurately and on time.
· Ensure compliance with corporate T&E policies and finance requirements.
· Track and reconcile expenses, highlighting discrepancies or policy exceptions.
· Provide Director+ with updates on claim statuses and outstanding balances.
Administrative Support
· Keep digital and physical records of bookings, receipts, itineraries, and visa documentation for audit readiness.
· Generate periodic T&E and travel cost reports for Finance and Management, if required.
· Support ad hoc administrative tasks related to travel, expenses, and compliance.
· Coordinate and support the broader Business Administrator & Executive Assistant group for ongoing conferences, summits, visitor management (as and when required).
· Extend support and constant feedback to “community of practice” to better improve efficiencies within the Business Administrator & EA group (as and when required).
Skills & Competencies
· Detail-oriented, organized, and proactive.
· Strong problem-solving and communication skills.
· Tech-savvy in Microsoft Office and travel/expense systems.
· Professional, discreet, and reliable under pressure.
Key Attributes:
• Be proactive, agile/flexible, show curiosity and ability to thrive in ambiguity.
• Ability to work independently with minimal supervision, strong initiative.
• Develops and maintains good working relationships throughout the organization by exhibiting outstanding customer service skills with all internal and external customers.
• Embodies the highest level of personal and professional integrity and ethics.
• Able to manage complex and conflicting interpersonal interactions with others, solve problems, make decisions and work effectively under pressure.
• Able to collaborate with peers and superiors while building relationships with individuals and organizations across the globe.
• Culturally sensitive and aware.
Desirable Qualifications & Competencies:
• 3+ years of experience in executive administration, travel coordination, or T&E support.
• Good communication skill in English
• Familiarity with visa and immigration processes across multiple regions.
• Strong knowledge of travel booking and expense systems (e.g., Concur, Amex GBT).
• High sense of responsibilities and cultural preferences/ differences
• Strong initiator and high ownership of assigned projects/programs, Acts with urgency.
• Effective at stakeholder engagement and interpersonal skills
• Excellent budget management and admin work with advanced skills of Word, Power-point and excel
• Excellent teamwork skills, high winning together spirit and multiple tasks management
• Must have great Analytical thinking and Problem-solving skills
• Innovation & growth mindset
R-20251113-0012