Job Description

JD – Expense Processor

 

Job Duties and Responsibilities

 

Department Profile:

Over 350 employees in 1585 Broadway (if we are required to include)

 

Job Specification

The purpose of this role is to ensure timely and accurate processing of travel and entertaining expenses on behalf of Global Capital Markets’ employees in accordance with Client's standards, controls and policies.

The Expenses Processor will work to ensure timely and accurate processing of expenses via the Concur system for individual Client's Sales & Trading employees in accordance with the Company's travel and expense policies and gifts and entertainment policy.

Primary Responsibilities:

  • Expense Management - Preparation and processing of complicated expense reports in a timely fashion, ensuring adherence to Firm’s expense policy  Ability to use initiative to resolve expense report related issues when they arise
  • Delegate Access – Requesting delegate access for all employees within Global Capital Markets
  • Correlating Receipts - Ensuring receipts given match data ie client name, event date, travel date, currency etc.
  • Adhere to Firm policy and audit rules – Check that all submitted expenses adhere to the company expense policy 
  • Cross Referencing – Checking previous reports to prevent duplicate payments
  • Obtaining Supporting Documents – Obtaining travel pre-approval documents, event pre-approval docs, etc.
  • Requesting Exception Approval – Sending memo requests via email for out of policy exceptions
  • Requesting Overspend Approval – Obtaining email approval for events which have exceeded the original budget
  • Allocations– Ensuring job numbers/cost centres/GL codes are correctly allocated where relevant
  • Adapting to Processes Per Division – Being mindful of different policies/processes dependent on which division the principal belongs to
  • Inbox Monitoring – Monitor and action the expense inbox regularly
  • Maintain confidentiality on all aspects of workload and employee data
  • Hours: 8-5:30pm (1 hour for lunch) Must be flexible as hours can change

 

Skills Required:

  • Ability to work to tight deadlines and manage time effectively
  • Must be accurate with strong attention to detail
  • Ability to pick up new systems quickly
  • Ability to organise and prioritise aging receipts
  • Demonstrate outstanding work ethic
  • Adapt communication style to needs of audience
  • Good people skills and ability to build rapport with assistants & bankers
  • Ability to anticipate problems and offer solutions
  • Ability to deal with difficult situations
  • Excellent verbal and written communication skills with professional telephone manner
  • Experience in an administration position within a busy office environment

 

Below skills are mandate for the role

 Required Knowledge: Concur

Excellent fluency in English; proficient in written and spoken communications

Interaction with all levels of employees

Expense Management

team size support - 100/200

expenses for MD and ED - communication is the key