Expense Report and Office Administrator

Job Overview

Job Title:Expense Report and Office Administrator

Location: Tampa, FL

Job Responsibilities

Trace Systems is actively seeking an energetic and professional Expense Report and Office Administrator for our office in Tampa, FL.  This role will primarily focus on expense report administration with a variety of office administrative and related tasks as requested. Responsible for managing and processing employee expense reports, ensuring compliance with company policies by reviewing receipts, coding expenses accurately, and identifying any discrepancies or policy violations, while also maintaining accurate financial records utilizing Deltek Costpoint Travel & Expense management module.

Key responsibilities of an expense report administrator:

• Carefully examine submitted expense reports, verifying receipts, coding expenses to the correct category, and checking for adherence to company travel and expense policies. 
• Input expense details into the expense management system (e.g., Costpoint) accurately, ensuring proper data integrity.
• Identify potential policy violations, such as excessive spending or improper expense categories, and escalate issues to relevant stakeholders.
• Conduct regular audits of expense reports to identify discrepancies and ensure accuracy.
• Investigate and address any questions or issues related to expense reports, communicating with employees to clarify details if necessary.
• Create reports on expense trends and spending patterns to provide insights to management. 
• Provide guidance to employees on proper expense reporting procedures and answer questions regarding policies related to functional areas. 
• Maintain user access within the expense management system, update system configurations as needed, and troubleshoot technical issues.

Key responsibilities of an office administrator:

• Welcome on-site visitors, determine nature of business, and announce visitors to appropriate personnel.
• Maintain security by following procedures; monitoring logbook; issuing visitor badges.
• Receive, sort, and route incoming mail, stock reception, conference room, common areas, and kitchen.
• Coordinate meetings/conferences, set up conference, etc.
• Perform additional related duties and responsibilities as required.

Minimum Qualifications

• Due to the nature of the work, US Citizenship is required.

• Microsoft 365 suite and Deltek Costpoint experience.

• Keen attention to detail, with an ability to thoroughly review expense reports and identify errors or inconsistencies.

• Analytical skills to be able to evaluate expense data to identify potential issues and trends.

• Strong communication skills to effectively interface with employees regarding expense reporting procedures and address any concerns.

• Organizational skills to be able to efficiently manage a high volume of expense reports while maintaining accuracy.

• Demonstrated intermediate expertise in all of the following: Microsoft Excel, Microsoft Word, Microsoft SharePoint, Microsoft Outlook, and Adobe Acrobat Pro.

Desired Qualification

• Understanding of basic accounting principles and expense categories.

Education

• High School Diploma

Trace Systems

Trace Systems Inc. was founded to support and defend our nation's security interests at home and abroad–– whenever and wherever. We provide enterprise IT, engineering, full life-cycle communications, cybersecurity, cloud and virtualization services and solutions to the United States Department of Defense and other federal agencies.  

To Apply: We invite you to put your talents to work by joining a growing team of dynamic professionals here at Trace Systems! Be part of a culture at our leading-edge company where you can achieve great things while fostering a satisfying and rewarding career progression. To learn more about our current openings, text ‘tracejobs’ to 97211 or apply directly through our website at: www.tracesystems.com. #jointracesystems

Trace Systems is an equal opportunity employer.  Qualified candidates will be considered without regard to legally protected characteristics.