Travel And Expense Manager

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Groundworks is seeking a talented Travel & Expense Manager  to join our tribe in Virginia Beach, VA!

The Travel & Expense Manager oversees the organization's end-to-end travel and expense (T&E) program. This role ensures efficient, compliant, cost-effective, and employee-friendly management of business travel bookings, expense reporting, reimbursements, corporate card usage, and related vendor relationships. The position combines policy governance, system administration, data analytics, team leadership (when managing processors/analysts), and strategic initiatives to optimize spending, enhance user experience, mitigate risk, and support company growth. The T&E Manager reports directly to the Sr. Manager of Accounts Payable.

Duties and Responsibilities

• Develop, implement, communicate, and regularly update T&E policies and procedures in alignment with company objectives, tax regulations, industry standards, and evolving travel trends.

• Administer and optimize the T&E technology platform (Concur) - including configuration, user training, troubleshooting, upgrades, and integration with finance/HR/payroll systems.

• Oversee the full expense reporting lifecycle: auditing/approving reports for policy compliance and accuracy, processing reimbursements, managing corporate card programs, and ensuring timely month-end close and ledger reconciliation.

• Manage relationships with key vendors and partners (travel management companies/TMCs, airlines, hotels, car rental agencies, booking platforms)-negotiate contracts, monitor performance, and drive preferred supplier utilization to maximize savings and service quality.

• Analyze T&E spend data and trends; prepare regular reports and dashboards on travel patterns, savings achieved, compliance rates, policy violations, and cost-reduction opportunities for leadership and stakeholders.

• Lead compliance and audit efforts: monitor adherence to policy, identify fraud/risk issues, respond to internal/external audits, and implement controls.

• Provide employee and manager support: deliver training sessions, create resources/guides, handle escalations, and promote adoption of self-service tools and policy adherence.

• Drive continuous improvement initiatives: identify process efficiencies, evaluate emerging T&E technologies, incorporate sustainability practices (e.g., low-carbon travel options), and align the program with broader finance and ESG goals.

• Ensure duty of care for business travelers (e.g., tracking traveler safety, emergency support coordination, insurance compliance).

Qualifications

• Bachelor's degree in finance, Accounting, Business Administration, or a related field (or equivalent experience).

• 5-8+ years of progressive experience in travel management, expense administration, corporate finance, or related fields.

• 3+ years in a managerial or supervisory role overseeing T&E programs (preferred).

• Deep knowledge of corporate travel policies, IRS/accounting regulations, VAT/GST recovery, and global compliance requirements.

• Excellent project management, negotiation, and vendor management abilities.

• Proactive problem-solver with change management experience (especially during system implementations or policy rollouts).

• Exceptional communication and interpersonal skills - able to train diverse audiences and influence stakeholders across departments.

• Detail-oriented with high accuracy; comfortable handling confidential financial data.

Working Conditions

• Office environment with normal noise levels but may be required to travel to construction and work locations.

Requirements & Perks

• Full-time

• Onsite: 1741 Corporate Landing Pkwy Virginia Beach, VA

• Competitive base salary with annual bonus potential

• Employee Ownership/Equity

What We Provide

• Competitive Pay

• Employee Company Ownership Opportunities

• Industry Leading Training Programs

• Leadership Development and Career Growth Tracks

• Comprehensive and Affordable Benefits Package

• Top Workplace with Award Winning Culture