Travel and Expense Administrator

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