Travel and Expense Reimbursement Coordinator at Life Flight Network

Aurora, Oregon, United States -

Full Time

Start Date

Immediate

Expiry Date

27 Jan, 26

Salary

0.0

Posted On

29 Oct, 25

Experience

2 year(s) or above

Remote Job

Yes

Telecommute

Yes

Sponsor Visa

Skills

Travel Coordination, Expense Reimbursement Processing, Travel Expense Reconciliation, Fleet Management Support, Administrative Support, Communication Skills, Attention To Detail, Document Editing, Organizational Skills, Teamwork, Independent Work, Customer Service, Confidentiality, Training Assistance, Time Management, Problem Solving

Industry

Hospitals and Health Care

Description

The Travel and Expense Reimbursement Coordinator is responsible for processing all travel requests and expense reimbursements for the company. Provides complex and diversified support to all levels of staff regarding company travel and expense policies. Responsible for ensuring travel arrangements and expense reimbursements are in accordance with company policies. Reconciles travel related purchases and invoices in coordination with the Accounting Department. Assists with the management of the company vehicle fleet in coordination with the Facilities Manager. Provides confidential, complex and diversified administrative support to the Senior Executive Administrative Assistant and other departments. QUALIFICATIONS * Three to five years experience in an administrative support role (preferably with travel coordination functions) requiring discretion, judgment and performance of a wide range of admin support functions is required * Demonstrated ability to organize tasks and resources to meet deadlines * Must be able to work independently and with a team * Working knowledge of / ability to create professional documents / presentations (resource material, charts, graphs of data, etc) using computer software programs (Microsoft Word, Excel, PowerPoint, etc.) * Ability to transcribe reports, forms, and correspondence * Ability to compose specialized or sensitive correspondence and reports * Ability to edit documents for grammar, punctuation, etc. and general functionality * Effective positive human relations skills including tact, diplomacy, discretion. Ability to work / interact in a cooperative professional manner with all levels of staff and leadership * Ability to communicate effectively and efficiently, both written and oral * Ability to assist with trainings and presentations related to company travel policies * Ability to work in a high intensity / fast paced environment * Acute attention to detail * Must maintain discretion while working with sensitive / confidential information GENERAL ACCOUNTABILITIES AND ESSENTIAL FUNCTIONS Travel Coordination: * Arranges and coordinates travel schedules and reservations for employees in a timely and professional manner, often with little or no advanced notice. * Communicates travel itineraries and company travel policy requirements in a clear, concise manner. * Responsible for ensuring travel arrangements are made in accordance with company policies, including but not limited to ensuring proper approvals are received prior to booking. * Maintains a focus on minimizing company expenses and travel costs by proactively coordinating with airlines, hotels and vehicle rental agencies, ensuring Life Flight Network receives the lowest corporate rates/fares available. Reviews corporate accounts on an annual basis, at minimum. * Stays informed and alerts management of changes within the travel industry. * Actively seeks opportunities for travel savings and enrolls in rewards programs when appropriate. * Monitors after hours travel bookings by Dispatch and management. Keeps track of arrangements for end of month reconciliation. Provides constructive feedback when bookings deviate from policy. Expense Reimbursement Processing: * Reviews and submits to the Accounting Department employee expense reimbursement requests within the required timeframe. * Responsible for ensuring expense reimbursements are in accordance with company policies. * Seeks management approval for expenses, when required. * Effectively communicates expense policies and deviations from policy to employees and management, when appropriate. * Accurately tracks all expense reports received and processed, including any changes made to reports and correspondence with employees. Travel Expense Reconciliation: * Reviews and verifies company travel invoices in coordination with the Accounting Department. * Contacts vendors for corrections to errors and irregularities with invoices. * Reconciles Travel Department credit card transactions, providing proper documentation for purchases and coding for the Accounting Department. * Tracks and reviews: funds spent on travel booking errors, processing ratio of expense reports, and credit card spending monthly. Company Vehicles – Fleet Management Support: * Assist the facilities manager with company vehicle tracking and logistics, as needed. * Locate missing vehicles using Verizon Network fleet GPS tracking system. * Facilitate retrieval or relocation of vehicles including the booking of associated travel arrangements, as assigned. * Notify management of deviations from company policy and misuse of company vehicles. * Report issues as they arise and review for possible solutions. Administrative Support: * Provides administrative support to Senior Executive Administrative Assistant and other departments, as assigned. * Answers main phone line, routes calls appropriately, always maintaining professional demeanor and providing excellent customer service. * Covers front desk / reception as required. * Makes appointments, schedules and organizes meeting arrangements, as required. * Handles confidential or sensitive information pertinent to the company and department's operation. * Coordinates company and department activities within the scope of this position. * Recommends department procedures and any changes to management. * Runs errands, as required. Correspondence and reports produced, organized and distributed according to department and operating unit needs. * Types/processes and transcribes routine and complex reports, forms, and correspondence from notes or dictation. * Composes specialized and sensitive correspondence and reports. * Operates standard office equipment such as PC, facsimile, copier, and multi-line telephone. * Operates computer software such as desktop publishing, spreadsheets, calendaring and project management software. * Edits documents for grammar, punctuation, etc. Company and Department records, files and logs maintained in a complete, current and accessible manner. * Files, retrieves, reviews, responds to and distributes documents and/or correspondence, which may be complex and confidential. * Analyzes company and departmental data usually from a single source using routine data gathering and analytical procedures. Facilitate communication between department members and with other customers to help meet management's objectives. * Communicates company and departmental information to customers regarding company and department operations as needed. The above accountabilities represent work performed by this position and are not all-inclusive. The omission of a specific accountability will not preclude it from the position if the work is similar, related, or a logical extension of the position. BENEFITS * LFN offers competitive compensation above industry standard * Medical * Dental * Vision * Life/AD&D (Company pays for employee 100%) * Short & long term disability (Company pays for employee 100%) * 401k – with 100% vested employer contribution * Multilingual Stipend * Tenure bonuses * Adoption assistance * Paid parental time off * Bereavement leave (including pets) * Tuition/Training reimbursement * Paid volunteer time * Employee Recognition Awards * A generous paid time off plan starting at almost 4 weeks a year for full time employees * Wellness Reimbursement Program * Life Flight Network Membership All candidates are subject to drug screening and background investigation. Life Flight Network is an equal opportunity employer.

Responsibilities

The Travel and Expense Reimbursement Coordinator is responsible for processing all travel requests and expense reimbursements for the company while ensuring compliance with company policies. This role also involves providing administrative support to senior staff and managing travel-related purchases and invoices in coordination with the Accounting Department.