Travel and Expense Administrator

1 week ago

Kuala Lumpur, Kuala Lumpur, Malaysia VF Brands Malaysia Sdn Bhd Full time

About the Role

We are looking for a Travel & Expense Administrator to provide dedicated support to a group of Director-level leaders across multiple locations. This role manages end-to-end Travel and Expense (T&E) processes, including travel bookings, visa applications, and expense reporting. You will ensure seamless, cost-effective, and policy-compliant travel experiences while maintaining accuracy, timeliness, and discretion.

You will also contribute to a broader community of practice within the Business Administrator, Executive Assistant, and Facilities Management group.


Key Responsibilities

Travel Management

  • Coordinate complex domestic and international travel arrangements (flights, hotels, ground transportation).
  • Prepare and maintain detailed travel itineraries aligned with business needs.
  • Anticipate and resolve last-minute travel issues (delays, cancellations, re-routing).
  • Liaise with internal travel desks and external vendors to secure bookings and negotiate favorable rates.

Visa & Documentation

  • Manage and track visa applications, work permits, and other travel-related documents.
  • Ensure timely submission of applications and supporting documents.
  • Maintain up-to-date records of passport details, visa validity, and entry requirements.
  • Coordinate with embassies, consulates, and travel agents for urgent visa needs.

Expense Management

  • Prepare, review, and submit T&E claims accurately and on time.
  • Ensure compliance with corporate T&E policies.
  • Track and reconcile expenses, highlighting discrepancies or policy exceptions.
  • Provide updates on claim statuses and outstanding balances.

Administrative Support

  • Maintain digital and physical records for audit readiness.
  • Generate periodic T&E and travel cost reports for Finance and Management.
  • Support ad hoc administrative tasks related to travel, expenses, and compliance.
  • Collaborate with the broader Business Administrator & EA group for conferences, summits, and visitor management.

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

  • Proactive, agile, and adaptable in ambiguous situations.
  • Ability to work independently with strong initiative.
  • Excellent customer service and relationship-building skills.
  • High integrity and ethical standards.
  • Effective under pressure with strong decision-making skills.
  • Culturally sensitive and globally aware.

Qualifications

  • Minimum 3 years of experience in executive administration, travel coordination, or T&E support.
  • Strong communication skills in English.
  • Familiarity with visa and immigration processes across multiple regions.
  • Knowledge of travel booking and expense systems (e.g., Concur, Amex GBT).
  • Advanced skills in Word, PowerPoint, and Excel.
  • Strong analytical thinking and problem-solving skills.
  • Growth mindset and ability to manage multiple tasks effectively.

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