Business Travel & Expenses Manager

Position Summary:

This role is responsible for managing the Travel and Expense (T&E) process, including administration of the Corporate Credit Card program, the Online expense-reporting tool as well as the Travel Management system. This position plays a key role in cost containment through negotiating, implementing and driving usage of preferred vendor agreements (i.e. rental cars, hotels, airlines, etc.) while ensuring the adherence to the Company's travel and entertainment policies and procedures.

Highlights:

This Travel & Expense (T&E) role owns the end-to-end travel and corporate card experience for OSI. The position combines hands-on administration of Chrome River, corporate cards, and Concur/Amex Global Travel with the opportunity to shape policy, drive compliance, and uncover cost savings. It's ideal for a self-driven "fixer" who enjoys building structure out of ambiguity, partnering across the business, and becoming the go-to resource for all things travel and expense.

A combination of these key competencies desired:

• Ownership & initiative
• Self-starter, "go-getter" who takes work out of others' hands and runs with it
• Comfortable building and refining processes vs. just following them
• Comfort with ambiguity & change
• Can shape a role that's not fully defined and iterate as needs evolve
• Willing to tinker, test guardrails, and improve systems over time
• Assertiveness & judgment
• Able to say "no" appropriately and escalate when spend or behavior is off
• Confident enforcing policy while maintaining strong relationships
• Customer service orientation
• Partners closely with travelers, EAs, admins, and leaders to remove obstacles
• Strong communicator and problem-solver, focused on user experience
• Analytical & systems mindset
• Comfortable working with Chrome River, Concur/Amex Global Travel, and ideally SAP/GL concepts
• Able to leverage existing dashboards (e.g., Power BI) and refine reporting
• Policy, compliance, and cost control
• Reviews and updates T&E policies; drives adherence and audit readiness
• Monitors patterns (e.g., airfare choices, booking timing, hotel preferences) to control costs
• Vendor and stakeholder management (nice to have / growth area)
• Interest in skills or experience in negotiating with hotels, airlines, and travel partners
• Exposure to RFPs and working with procurement or sourcing teams is a plus, not required

Principal Duties & Responsibilities:

Financial Reporting, Controls & Compliance
• Maintains the Travel and Expense policy, proposing periodic revisions to ensure the policy's relevance in light of new technology, and changing regulatory/ environmental and/or economic conditions.
• Conducts regular audits of select expense reports for violation of policy, issue resolution, or questions regarding the expense management programs.
• Identifies and escalates issues to Financial leadership while working in partnership with Human Resources, Executive Leadership, and Audit to address and resolve concerns regarding policy violation or fraud.
• Escalates functional and operational concerns of Corporate Card and Expense Reporting Technology support organization and Procure to Pay leadership when necessary.
• Provides reporting (annual, monthly, and weekly standard as well as ad hoc) to Financial management, including proactive analysis, trends and areas of opportunity on policy review, issues, delinquencies, fraud, suspect vendors, spend patterns, system operations, or others as requested.
• Proactively identifies areas of opportunity and presents proposals to Procure to Pay leadership on suggested policies and procedures to gain efficiencies with expense management tools and platforms, as well as compliance with travel and expense policies.
• Responsible for reconciliation and collection of employee receivable balances (for personal expenses charged to corporate card in error).
• Prepares month-end accrual for travel and entertainment expenses.
• Supports month-end close for corporate card activities; includes pre-close validations for credit card liability.

T&E Cost Analysis and Vendor Management:
• Drives continued saving opportunities in the travel and expense related categories, including preparing analytics and sharing reporting with OSI Leadership
• Identifies opportunities to consolidate spend within high dollar spend categories (i.e. air travel, hotels and car rentals) and negotiates and implements agreements with key vendors to help contain overall spend related to travel and other business related expenses

T&E Systems Administration:
• Represents the primary Subject Matter Expert (SME) for the Expense-related platforms
• Prepares and provides training materials to the user community to ensure the sustainability of policies, processes, and controls.
• Corporate Credit Card Program Administration: Manage day-to-day administration including card issuance and terminations, setting credit limits, merchant blocking, and program issues in compliance with company policies.
• T&E Expense Reporting System Administration: Manage daily support tasks including configuration, monitoring and troubleshooting daily interfaces with the bank and internal financial systems, new user onboarding, and resolving system/ end user issues as needed.
• Travel Management System Administration: Sets up new vendor relationships, supports rate uploads and configuration of policies/ rules.
• Perform other duties as assigned.

Experience & Skills:
• 3-5 years of experience in related field
• Excellent proficiency in all Microsoft Office Suite Products.
• Ability to perform comparative analysis and make recommendations
• Good relevant work experience in finance and/or accounting a plus
• Demonstrated problem solving and analytical skills
• Experience with Microsoft suite of products (Outlook, Excel, Word); Intermediate to advanced skills in Excel and/or Access required
• Previous Chrome River, Concur, or other T&E platform experience preferred
• SAP experience is an advantage
• Solid communication skills (verbal and written)
• Exceptional customer service skills are essential along with the ability to deescalate situations as necessary
• Demonstrated success or aptitude with independent vendor pricing negotiations
• Job is an individual contributor and has no direct reports.

Preferred Education:
• BA/BS or equivalent is preferred.
• Or an associates degree with equivalent knowledge acquired through demonstrated experience.

Compensation/Benefits

The salary range for this role is $90,640-$135,960, with a midpoint of $113,300. Offers are typically made between the minimum and midpoint of the range, based on skills, experience, and internal equity. In rare cases, highly qualified candidates may receive an offer above the midpoint; however, offers at the maximum of the range are not customary. The salary range posted represents the low and high end of OSI's salary range for this position. Salaries will vary based on various factors, including but not limited to, location, education, skills, experience, and performance. Base salary is one component of OSI's overall total rewards package. Other components may include bonuses, special pay programs, comprehensive time off, 401k with match, and a full suite of benefit offerings for you and your family.

Work Environment:
• This is a 100% onsite/in-office role.
• Work is generally performed within a business professional office environment, with standard office equipment available.
• Work conditions are typical of an office environment.
• This role does not require any domestic travel
• Position may require the physical agility of lifting up to 15 pounds
• Position may require frequent and/or infrequent of bending, squatting, pushing, pulling, stretching/reaching, use hands or fingers, talk, hear, feel objects, tools, controls and standing/walking on concrete flooring.
• Position may require the physical ability to stand/walk for Less than 4 hours.