About the role
Process and approve employee travel and expense reimbursement claims across entities, reviewing flagged items and following up for clarification or missing documentation. Validate travel bookings, payment methods, and cardholder details to ensure compliance with company travel policy. Approve corporate purchase card and virtual card transactions, and support administration of physical and purchase card programs issued to employees. Act as the first point of contact for employee queries on reimbursements, travel bookings, and card transactions via Slack and email. Investigate and resolve transaction sync errors in the systems. Resolve and escalating to the manager where required. Support T&E month-end activities accrual postings for pending reimbursements, reclassification of advance travel costs, and preparation of management reports. Support onboarding and training of employees on Navan and company travel/expense policy, acting as a go-to resource for policy questions. Track and flag recurring T&E policy compliance exceptions for review with the Senior leadership team. Support invoice processing and PO coordination booking invoices in ZIP, tracking pending items against purchase orders, and coordinating with procurement/vendor owners to resolve exceptions and expedite past-due invoices. Assist with vendor master and payment support updating vendor banking details, W9/W8, and statutory documents; escalating India-specific compliance items (GSTIN, PAN, MSME) for review; responding to vendor payment-status queries and supporting statement reconciliations. Support preparation of payment files and forecasts for assigned entities. Support AP close activities (reconciliations, GL/department reclassification journal entries) and assist with testing of AP-related system configuration changes (ZIP/NetSuite). Apply foundational knowledge of accruals and prepaid expenses to support monthly adjustments; deeper ownership of prepaid amortization schedules will be built on the job. Assist with reconciliations between AP/expense sub-systems and the general ledger, and support sign-off within close-management tools. Prepare periodic and quarterly reports comparing AP and T&E trends for management review. Provide requested samples and documentation to support internal control testing and statutory/internal audits, and collaborate with cross-functional teams (GL, Procurement, HR, and Tax) to resolve AP and T&E queries. Use everyday reporting and automation tools, including AI-based solutions, to streamline reconciliations, reporting, and routine AP/T&E workflows. 4-5 years of experience in Travel & Expense (T&E) operations, with working exposure to core Accounts Payable (AP) processes. Working understanding of core AP processes invoice processing, payment runs, and reconciliations; vendor master management exposure preferred. Experience supporting multi-entity / multi-currency T&E operations (AP exposure a plus) across US, India, UK, Germany, Ireland, and Canada, or a similar global shared-services set-up. Hands-on experience with Navan is required; working knowledge of ZIP and NetSuite is preferred and can be built on the job. Comfortable reviewing AI/system-flagged exceptions (duplicate invoices, policy violations, mismatched receipts); the ability to apply independent judgment on complex exceptions will develop with on-the-job coaching. Basic awareness of India-specific compliance
