Expense Coordinator

Description

Position Overview: We are seeking a highly organized and detail-oriented contractor to assist in managing and processing expense reports for multiple executives. In this role, you will work closely with our executive assistants and finance team to ensure that all expense reports are submitted in a timely and accurate manner. Additionally, you may be tasked with supporting various ad-hoc projects as needed to assist with general administrative and operational needs. Key Responsibilities: • Expense Report Management: Collect, review, and organize receipts and documentation for expense reports submitted by multiple executives. • Ensure Compliance: Ensure all expenses meet company guidelines, including proper documentation, itemized receipts, and timely submission. • Expense Report Processing: Submit completed and accurate expense reports for approval, ensuring they are within the 30-day submission window. • Communication with Executive Assistants: Collaborate with executive assistants to gather necessary documentation, follow up on missing receipts, and resolve discrepancies. • Tracking and Reporting: Track and maintain records of submitted and approved expense reports for accurate record-keeping. • Support on Missing Receipts: Follow company policy for missing receipts, using the Missing Receipt Declaration Form when necessary and chasing vendors for copies of receipts. • Ad-hoc Projects: Assist with additional projects as needed, including general administrative support, financial reporting, and any other tasks as directed by executives or the finance team. • Filing and Documentation: Maintain organized filing systems for both digital and physical expense-related documents. Qualifications: • Proven experience in managing expense reports, accounting, or administrative support (preferably in a corporate environment). • Excellent attention to detail and a proactive approach to problem-solving. • Strong organizational and time-management skills, with the ability to manage multiple tasks and deadlines. • Proficiency with expense management tools (Preferably Concur) or other accounting software. • Ability to work independently with minimal supervision, as well as collaborate with team members when needed. • Excellent communication skills, both written and verbal, with the ability to interact professionally with executives, vendors, and internal teams. • Experience with handling confidential and sensitive information in a discreet manner. • Ability to quickly adapt to new systems or tools.

Skills

expense reimbursement, accounting operations, administrative support, concur

Top Skills Details

expense reimbursement,accounting operations,administrative support,concur

Additional Skills & Qualifications

Preferred Qualifications: • Experience working with senior-level executives or in a fast-paced corporate environment. • Familiarity with corporate travel policies and procedures.

Experience Level

Intermediate Level

Pay and Benefits

The pay range for this position is $32.00 - $40.00/hr.

Eligibility requirements apply to some benefits and may depend on your job classification and length of employment. Benefits are subject to change and may be subject to specific elections, plan, or program terms. If eligible, the benefits available for this temporary role may include the following:

• Medical, dental & vision
• Critical Illness, Accident, and Hospital
• 401(k) Retirement Plan – Pre-tax and Roth post-tax contributions available
• Life Insurance (Voluntary Life & AD&D for the employee and dependents)
• Short and long-term disability
• Health Spending Account (HSA)
• Transportation benefits
• Employee Assistance Program
• Time Off/Leave (PTO, Vacation or Sick Leave)

Workplace Type

This is a fully onsite position in Newark,CA.

Application Deadline

This position is anticipated to close on Mar 26, 2025.

About Aston Carter:

Aston Carter provides world-class corporate talent solutions to thousands of clients across the globe. Specialized in accounting, finance, human resources, talent acquisition, procurement, supply chain and select administrative professions, we extend the capabilities of industry-leading companies. We draw on our deep recruiting expertise and expansive network to meet the evolving needs of our clients and talent community with agility and excellence. With offices across the U.S., Canada, Asia Pacific and Europe, Aston Carter serves many of the Fortune 500. We are proud to be a ClearlyRated Best of Staffing® double diamond winner for both client and talent service.

Diversity, Equity & Inclusion

At Aston Carter, diversity and inclusion are a bridge towards the equity and success of our people. DE&I are embedded into our culture through:

• Hiring diverse talent
• Maintaining an inclusive environment through persistent self-reflection
• Building a culture of care, engagement, and recognition with clear outcomes
• Ensuring growth opportunities for our people

The company is an equal opportunity employer and will consider all applications without regard to race, sex, age, color, religion, national origin, veteran status, disability, sexual orientation, gender identity, genetic information or any characteristic protected by law.

If you would like to request a reasonable accommodation, such as the modification or adjustment of the job application process or interviewing process due to a disability, please email astoncarteraccommodation@astoncarter.com for other accommodation options.