Our client, a University based in Boston, is looking for a temporary (5 months) Travel & Expense T&E) Operations Specialist to help support approximately 15,000 Concur users and over $45 million in annual T&E activity, including a corporate card program spanning approximately 4,000 cardholders and over $40 million in annual card spend.
The Temporary T&E Operations Specialist provides critical transactional and operational coverage for the T&E function during a period of team transition, ensuring that expense report processing, outstanding transaction monitoring, and service ticket volume continue without interruption.
This is a hands-on, execution-focused role. The ideal candidate is detail-oriented, comfortable with high transaction volume, and able to work independently within established processes and policy guidelines from day one. This assignment is expected to run approximately six months, bridging the T&E team through an active restructuring and the onboarding of a new outsourced operations partner.
This is a full-time (40 hrs a week) hybrid position with work 3 days a week in the Boston office, and 2 days working remotely.
Key Responsibilities & Accountabilities
Concur Expense Report Processing
- Review and approve expense reports in Concur for policy compliance, accuracy, and appropriate documentation.
- Identify and escalate out-of-policy transactions, missing documentation, or exceptions requiring management review.
- Maintain consistent throughput and turnaround on assigned report queues.
Outstanding Transaction & Delinquency Monitoring
- Support the 30/60/90-day outstanding transaction reporting process, including generating delinquency notifications.
- Track cardholder compliance with outstanding transaction resolution and escalate repeat or aging issues per established process.
ServiceNow Ticket & Cardholder Support
- Provide first-line intake and triage of incoming ServiceNow (AskFin) tickets related to T&E, expense, and card inquiries.
- Resolve routine cardholder and traveler inquiries directly; route escalated or complex issues to the appropriate T&E team member.
- Support card application and onboarding processing in ServiceNow as volume requires.
Traveler & Cardholder Communications
- Respond to routine policy and process questions from cardholders, travelers, and departmental administrators.
- Support distribution of standard compliance and policy communications as directed.
General Travel Program Administrative Support
- Provide administrative support to travel program operations as needed, including routine data entry, tracking, and documentation.
Minimum Qualifications
- 2+ years of experience in expense processing, accounts payable, financial operations, or a related transactional finance function.
- Experience with an enterprise expense or T&E platform (SAP Concur strongly preferred).
- Comfort working in a high-volume, deadline-driven environment with minimal ramp-up time.
- Strong attention to detail and ability to follow established policy and process guidelines consistently.
- Clear, professional written and verbal communication skills for direct cardholder and traveler interaction.
Preferred Qualifications
- Prior experience with SAP Concur, Workday, or ServiceNow.
- Experience in a higher education or large, decentralized organization.
- Prior experience in a temporary or contract assignment requiring fast onboarding and independent execution.
Key Competencies
- Execution & Reliability: Delivers consistent, accurate output on recurring transactional work without close supervision.
- Customer Orientation: Treats every cardholder and traveler interaction as an opportunity for a professional, resolution-focused experience.
- Adaptability: Ramps quickly, works effectively within a team in transition, and adjusts to shifting priorities during a restructuring period.
- Judgment & Escalation: Recognizes when an issue falls outside standard process and escalates appropriately rather than guessing.