Travel & Expense Coordinator (9580) Santa Clara, California

Position Summary: 

Responsible for coordinating the company's travel needs; ensuring that travel needs are met within the constraints of the company’s travel policy.  Relies on instructions and pre-established guidelines to perform the functions of the job.  Schedules hotel and flight accommodations and procures necessary documentation such as passports, visas, or other clearances.  Handles details of a highly confidential and critical nature.  Exercises judgment within generally defined practices and policies in selecting methods and techniques for obtaining solutions.  Provides exceptional customer service to our employees by ensuring compliance when creating, auditing, and submitting requests for expense reports.  

Primary Duties and Responsibilities:

  • Manages domestic and international travel for Affymetrix employees and ensures compliance with corporate policy, follows up on non-compliant travel.
  • Coordinates with travel agencies and suppliers to schedule flights, rental cars, and hotel accommodations, both Foreign and Domestic.
  • Communicates travel information to employees and works out any scheduling conflicts.
  • Requires experience in working with senior level management within and outside the company, as well as, experience with customers, vendors, and other dignitaries.
  • Respond to and where possible resolve expense queries, composing own correspondence when required.
  • Determines if requests for payment are in compliance with Expense Processing policies and procedures.
  • Identifies potential fraud and escalates to Manager.
  • Audits Reimbursable Business Expense and check requests for proper attachments and approvals.
  • Contacts appropriate parties to communicate issues and request additional information or paperwork.

Requirements:

  • Exceptional customer service skills including but not limited to, verbal and written communications
  • Strong written and spoken English language
  • Highly organized and able to multi-task under time constraints
  • Experience with expense claims, purchase orders, and payment requests by checking calculations, authorizations, and ensuring proper supporting documents are provided is preferred.
  • Experience with processing visa request/renewals and knowledge of foreign documentation requirements a plus.
  • High School Diploma or equivalent
  • Knowledge with financial reporting systems preferred (e.g., Workday, Concur, etc.)
  • Proficient with the Microsoft Office on an intermediate level of expertise
  • Attention to detail with emphasis on accuracy, quality, detecting errors, and/or potential fraud
  • Ability to work in a fast paced environment while being able to prioritize work to balance multiple projects and deadlines

 

Requirements:    

Required

Preferred

Education:

None

Associate’s or Bachelor’s

Yrs. of related experience:

0-2 years

0-2 years

Competencies: (skills, knowledge, abilities)

Interpersonal skills

Results oriented

Program Project Management

Licenses/Certificates:

None

None

Travel Requirements:

None

None

Working Conditions:

Office environment

Office environment

Level of Autonomy and Complexity:

  • Learns company policies and job skills to accomplish standard, everyday activities; restricted understanding of job's specialized aspects
  • Assigned everyday routine duties
  • Given specific directions for all tasks; work is intently supervised
To apply, please click here