Travel and Expense Process Associate

**About HashiCorp**:
**HashiCorp India Finance Center of Excellence**:
HashiCorp has its Finance Centre of Excellence in Noida, Uttar Pradesh, India to help HashiCorp's USA Headquarter and 15+ other countries where we have our legal entities. From India, we are independently handling / supporting multiple processes that include Record to Report, Order to Cash, Procure to Pay, Revenue Accounting, Internal Controls, Payroll, Taxation, Travel Administration, FP&A, Reporting, etc.

**About the role**:
This role will be responsible for working and coordinating on all aspects of Travel and Expenses activities. This role will oversee, support, and maintain all day-to-day activities of T&E functions including Travel & Expense Reimbursement, Travel Desk Support, Expense Reporting, Corporate Cards management (used for the travel), Query Management, Month-end processing, Reconciliation, ensure travel policy adherence for all entities and locations and future roll-out initiatives of T&E.

**What you will do**:

- Point of contact for day-to-day questions from employees on their travel & expense needs, including travel bookings, itineraries, expense reimbursements, compliance, regulations, and policy.
- Driving end to end transaction processing/ workflow without compromising the level of customer service.
- Ensures that expenses are being claimed within the policy limits. Proactively verifying expense claims while reviewing and approving expenses.
- Ensures there are no duplicate expense claims being approved.
- Proactively following-up with accounts payable team to push the expense reimbursements payment on timely manner.
- Escalate time-sensitive problems for travelers to the Travel Manager and contribute to travel emergency responses.
- Coordinate and partner with other internal support divisions and stakeholders, including Compliance, and Finance, regarding questions about compliance and regulations.
- Maintain vendor trackers, present the necessary reports/documents to the finance team for vendor payments, and schedule and maintain records of quarterly/half-yearly/annual vendor reviews.
- Assist Travel Manager with regular review and updating of all travel-and expense reimbursement.
- Facilitates new hire initial travel systems orientations and provides input/feedback on the same to the Travel Manager.
- Through guidance from the Travel Manager helps enforce compliance, mitigate travel risk, and implement cost-saving measures for travel.
- Assist Travel Manager with reviews and updates of travel & expense policy and practices, travelers behavior towards travel spend, which includes drafting language and communicating changes to internal employees.
- Drafts internal communications, including monthly travel & expense updates and other necessary announcements.
- Maintain and update travel & expense information, FAQs for online departmental web pages or the helpdesk.
- Coordinate meetings with internal stakeholders
- Travel & expense reconciliation process and assist in managing internal client relationships, which includes answering questions about charges. Handles finance and accounting processes for the travel & expense department.
- Perform other duties as assigned.

**What we are looking for**:

- Bachelor's degree in travel and tourism
- Minimum 5 years of experience in support, corporate travel desk, coordinating travel requests
- Experience on ticket-based helpdesk
- Experience on Concur Travel & Expense
- Experience in US & global travel industry
- Flexible with working hours and ready to work in the evening shifts on a rotational basis.
- Experience in working with multiple vendors or travel suppliers
- Good understanding of global geographical locations and time zones
- Demonstrated ability to communicate clearly and concisely in both verbal and written communications, strong cross-culture communication, and sensitivity skills
- Demonstrated ability in handling routine administrative tasks and operational issues
- Ability to multitask with strong attention to detail, accuracy, organization, and time management
- Demonstrated ability to follow the standard operating procedures and best practices, receive general direction and guidance, and contribute to projects and initiatives
- Ability to think independently and provide sound professional judgment on the scenarios
- Ability to meet deadlines and pay attention to details in a fast-paced environment
- Strong customer service and interpersonal skill **#LI-Onsite #LI-SG1**

HashiCorp embraces diversity and equal opportunity. We are committed to building a team that represents a variety of backgrounds, perspectives, and skills. We believe the more inclusive we are, the better our company will be.

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