T&E (Travel & Expenses) Supervisor

The T&E Supervisor is responsible for overseeing the Travel & Expenses (T&E) process within the Finance Shared Services team. This role includes managing a team of T&E specialists, ensuring compliance with company policies, and optimizing the processing of travel and expense claims. The T&E Supervisor will ensure timely reimbursements, accurate reporting, and a high level of service to employees across the organization.

Note: The role would require the person to work from our Mumbai Office at least 3 days a week.

Office Location: Goregaon, Mumbai

Only Mumbai-based candidates would be considered for the job. 

Role and key deliverables:

1. Team Leadership & Supervision:

• Supervise and mentor a team of T&E Specialists, providing guidance and support to ensure efficient processing of T&E claims.

• Conduct regular team meetings to review performance, address issues, and communicate updates.

• Provide training and development opportunities to team members, ensuring they are equipped to perform their roles effectively.

2. T&E Policy Administration:

• Enforce T&E policies, ensuring that all employee travel and expense activities comply with company guidelines.

• Monitor compliance with travel policies and address any deviations in a timely manner.

• Work with the management team to update policies as necessary, keeping them aligned with industry best practices and company objectives.

3. Expense Report Management:

• Oversee the auditing and processing of employee expense reports, ensuring accuracy and compliance with company policies.

• Ensure timely and efficient processing of T&E reimbursements, addressing any issues that arise.

• Review and approve complex or high-value expense reports, ensuring all documentation and approvals are in place.

4. Reporting & Analysis:

• Prepare and analyze reports on T&E activities, identifying trends, potential issues, and opportunities for cost savings.

• Provide management with regular updates on T&E compliance, spending patterns, and process efficiency.

• Assist in the preparation of reports for internal and external audits related to T&E.

• Prepare and upload month end statements and reports.

5. Compliance & Control:

• Ensure that all T&E activities are in compliance with internal controls and regulatory requirements.

• Participate in and support internal and external audits, providing necessary documentation and information.

• Implement corrective actions as needed to address audit findings or compliance issues.

• Manage Terminated employee expenses and card deactivation.

6. Process Improvement:

• Identify opportunities for process improvements within the T&E function, recommending and implementing changes to enhance efficiency and accuracy.

• Collaborate with IT and other departments to streamline systems and workflows related to T&E processing.

• Lead or participate in projects aimed at enhancing the T&E process.

7. Employee Support:

• Act as a point of escalation for employee inquiries or issues related to T&E processes, ensuring prompt and satisfactory resolution.

• Communicate changes to T&E policies or procedures clearly and effectively to all employees.

• Provide support and guidance to employees to ensure they understand and comply with T&E policies.

Professional degree: Bachelor's degree in Accounting/Finance or other similar qualification preferred.

Number of years : Minimum of 5 years of experience in travel and expense management, with at least 2 years in a supervisory or leadership role.

Experience in a global shared service center or multinational company is preferred.

Computer skills:  

• Proficiency in financial systems and ERP software (e.g., NetSuite, SAP, Oracle).CRM, CPQ and any other billing systems
• Advanced knowledge of MS Excel, Google Sheets, and other financial reporting tools.

Other knowledge / skills: 

• Strong leadership and team management capabilities.
• Excellent communication skills, both written and verbal.
• High attention to detail and strong organizational skills.
• Ability to work independently and manage multiple priorities in a fast-paced 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
• This is a remote position and applications are welcome from any location.

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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