T&E Manager

The T&E Manager will oversee and optimize our company's travel and expense processes. Will be responsible for maintaining our travel policy, managing the T&E system administration, conducting employee training, facilitating employee communication, and ensuring the smooth execution of all travel and expense bookings and expense processes. This position will oversee a global T&E Shared Services team ensuring internal company Service Level Agreements (SLAs) are maintained. 

Travel Policy Management:

• Develop, update, and maintain the company's travel policy in accordance with industry best practices and company objectives.

• Ensure compliance with travel policies and procedures across all levels of the organization.

• Regularly review and update the travel policy to adapt to changing business needs and market conditions.

T&E System Administration:

• Administered and managed the T&E system, including user access, configuration, implementing new features, and troubleshooting issues.

• Work closely with IT and T&E system vendors to ensure system functionality and resolve any technical issues.

• Implement system upgrades and enhancements to improve efficiency and user experience.

• Develop and distribute T&E reports that allow management to track expense metrics.

Employee Training:

• Develop and conduct company-wide training sessions for employees on the company's travel policy, T&E system usage, and expense reporting procedures.

• Provide ongoing support and guidance to employees regarding travel booking, expense reporting, and reimbursement processes.

• Monitor employee compliance with T&E policies and provide guidance as needed.

Employee Communication:

• Serve as the primary point of contact for employee inquiries related to T&E.

• Communicate updates, changes, and reminders regarding travel policies and procedures through various channels, such as email, intranet, or company meetings.

• Collaborate with HR and other departments to ensure consistent communication and alignment with company policies.

Travel & expense Booking and Expense Process:

• Oversee the end-to-end travel booking process, including flights, accommodations, ground transportation, and other travel arrangements.

• Assist with the renewal of travel vendor contracts.

• Lead the India T&E team, ensuring transactions are processed timely and company SLAs are met.

• Review and approve employee expense reports as needed, ensuring compliance with company policies and expense guidelines.

• Coordinate with Finance and Accounting teams to reconcile travel expenses, billable travel, process reimbursements, and maintain accurate records.

• Review and communicate T&E metrics and analytics regularly.

Team Leading & People Management:

• Lead, mentor, and develop the global T&E Shared Services team, fostering a collaborative and high-performance environment.

• Ensure team members are well-trained, motivated, and aligned with company objectives and policies.

• Conduct regular performance reviews and provide constructive feedback to team members.

• Identify and address any team training needs and facilitate professional development opportunities.

• Promote a culture of continuous improvement within the team, encouraging innovative ideas and solutions.

Experience: 

• 7 years of proven experience in travel management, expense administration, or related roles.
• Strong understanding of travel industry trends, technologies, and best practices.
• Computer skills:  Proficiency in T&E management systems (e.g., Navan, Concur, Expensify) and Google Suite.
• Professional degree: Business Administration, Hospitality Management, or a related field.
• Graduate Program (MBA, MIB or Masters): 
• Knowledge of travel-related compliance regulations (e.g., GDPR, PCI-DSS).
• Experience with process improvement methodologies (e.g., Six Sigma, Lean) for optimizing travel and expense processes.

Other knowledge / skills: 

• Excellent communication and interpersonal skills, with the ability to interact effectively with employees at all levels of the organization and in various time zones (the majority of the direct reports are based in India) .

• Detail-oriented with strong analytical and problem-solving abilities.

• Ability to multitask and prioritize tasks in a fast-paced global environment.

• Your health and well being are important to us at QAD. We provide programs that help you strike a healthy work-life balance.
• Opportunity to join a growing business, launching into its next phase of expansion and transformation.
• Collaborative culture of smart and hard-working people who support one another to get the job done.
• An atmosphere of growth and opportunity, where idea-sharing is always prioritized over level or Hierarchy.
• Compensation packages based on experience and desired skill set

Compensation Package:

• Base pay range: $90,000 - $110,000 USD Annual (12 Months).
• Placement within our pay range will vary based on knowledge, skills, experience, and market location variations as well as internal peer equity.
• This position may be eligible for additional performance incentives
• U.S. benefits package includes medical, dental and ,vision coverage, a 401(k) plan with company match, short-term and long-term disability coverage, life insurance, paid time off, parental leave, flexible spending accounts and emploan yee assistance program.

About QAD:

QAD Inc. is a leading provider of adaptive, cloud-based enterprise software and services for global manufacturing companies. Global manufacturers face ever-increasing disruption caused by technology-driven innovation and changing consumer preferences. In order to survive and thrive, manufacturers must be able to innovate and change business models at unprecedented rates of speed. QAD calls these companies Adaptive Manufacturing Enterprises. QAD solutions help customers in the automotive, life sciences, packaging, consumer products, food and beverage, high tech and industrial manufacturing industries rapidly adapt to change and innovate for competitive advantage.

QAD is committed to ensuring that every employee feels they work in an environment that values their contributions, respects their unique perspectives and provides opportunities for growth regardless of background. QAD’s DEI program is driving higher levels of diversity, equity and inclusion so that employees can bring their whole self to work.

We are an Equal Opportunity Employer and do not discriminate against any employee or applicant for employment because of race, color, sex, age, national origin, religion, sexual orientation, gender identity, status as a veteran, and basis of disability or any other federal, state or local protected class. 

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