New

Associate Travel & Expense Analyst

Austin, TX

 

About us

At Auctane, we are united by a passion to help businesses deliver — whatever their size, wherever they are, and however they operate. We make it possible for businesses to meet the ever-changing requirements of their industry and customer expectations. Auctane products enable hundreds of thousands of businesses to annually mail and ship billions of items — over $200 billion worth — to recipients around the globe.

The Auctane family of mailing and shipping software products includes ShipStation, Stamps.com, ShipStation API, Endicia, Metapack, GlobalPost, Packlink, and Return Rabbit. Our partners include Amazon, UPS, USPS, eBay, BigCommerce, Shopify, WooCommerce, and Walmart.

Our values

Win as One. Delight Customers. Deliver Great Outcomes. 

About the role

This is a unique role that interacts with almost every brand and division in the Company.  We hope to add on a team member that shares a passion for travel and interest in accounting/finance.  Team members wear ‘many hats’ and collaboration is a key factor.  The employee in this position must be able to work independently, have excellent communication skills and be comfortable with Excel spreadsheets.  This department has an important role in the upkeep of all travel and business/entertainment costs; as such, we really seek someone that has the maturity, independent work ethic, and drive.

This position is hybrid (3 days per week in office) and is located in Austin, Texas.

Travel Requirements: No travel required.

About the team

We are a small but efficient team that assists the global staff at Auctane with expenses and travel.  We take pride in servicing our team members with requests from booking travel to assisting with itinerary changes to handling travel mishaps.  We also are also instrumental to the accounting team through our ownership of Concur and day-to-day maintenance of the corporate card program.  Our work impacts other team’s so it is very important to pay attention to details and double check work so that we don’t create roadblocks for other functions.

What will you be doing?

  •   Assisting the T&E team with staff travel and expenses
  •   Understanding and becoming familiar with the Company’s Global T&E Policy and other SOP documents/processes (i.e. Submitting Expenses, Booking Travel, etc.).
  •   Troubleshooting T&E issues, such as errors in Concur, changing travel plans, etc.
  •   Keeping management informed/updated of any pending issues and escalating when necessary
  •   Being flexible in having ad hoc tasks/duties that pertain to T&E
  •   Managing multiple assignments and being able to work independently
  •   Assisting with travel:
    • Zoom/in person meetings with staff to walk them through a travel booking
    • Reviewing all trips booked on the Company ghost card for reconciliation
    • Attaching flight invoices to expenses
    • Updating travel SOP documents
  • Assisting with expenses:
    • ‘Help desk’/customer service for all Concur and credit card issues and problems with focus on follow-through and resolution including EMEA and APAC staff.
    • Auditing cash reimbursements and assisting with fixing duplicate payments.
    •  Assisting with new card deliveries and sending out the Company Card Terms to cardholders
    • Set-up and maintain GrubHub accounts, including all user profiles for staff (i.e. meal groups, departments, employee IDs, and locations); complete coding for the monthly invoice.
    • Set-up all group meal credits (i.e. amounts, dates/times, business purposes) and ensure manager approvals
    • Updating expense SOP documents

What are we looking for?

  •  2 years of applicable experience or an Associates Degree   

What will make you stand out? 

  •   You might not have the knowledge or experience with Travel and Expenses, but you are eager to learn and help. 
  •   Critical thinking and problem-solving skills with the ability to apply regulations to a variety of situations.
  •   You are not afraid to tackle new challenges/projects and can organize your duties/tasks.
  •   You have excellent communication skills and can work with all levels of staff from C-Suite to administrative.
  •   Asking questions and learning new skills is accepted as growth and development.
  •   Handling confidential information in a professional manner.

The Tech

  •   Concur (Travel and Expense Management) 
  •   Corporate Card Program (i.e. familiarity with Bank of America, JP Morgan, AmEx, etc.)
  •   MS Office Suite/Google Docs

What do we offer?

  • 🏠 We are a hybrid company. All team members at Auctane in Austin come into the office Tuesdays, Wednesdays and Thursdays.
  • 🛬Take the reins of your time off with our Flex Time Off policy – because work-life balance should always be in your hands!
  • 🌅 We offer 12 paid holidays for all of our US employees!
  • 💰401k employer matching program – because your future deserves a friendly boost!
  • ⭐️We conduct annual merit reviews to recognize and reward your hard work and achievements.
  • 🏟️ Company events, we work hard, play hard! We do our best every day, even at our regular team-building events.
  • 🏢 Attractive office space in the heart of central Austin, Texas (free drinks, snacks…).
  • 🍽Indulge in weekly catered lunches at our office – a delicious perk to fuel your work.
  • 🏐 Health and Wellness: The well-being of our team is super important to us. Choose from different options that include medical, dental, and vision plans. 
  • 🏋🏾‍♀️Fitness center in the office with Tonal Mirrors, Pelotons, free weights, etc.
  • 🧠Employee Assistance Program. We offer up to 8 free mental health sessions. 
  • 💪🏽We offer gym discounts to help you stay fit and healthy!
  • 📚We offer education reimbursement to all employees, ensuring that you can pursue your educational goals while excelling in your career with us. Invest in your future and let us support your growth every step of the way. 
  • 🔗 Employee Referral Program! We reward employees helping us find top talent!
  • 💜 An inclusive, casual and upbeat work environment. The personality and opinions of each of our team members are important and valid; we aim to offer all employees a safe environment where they can be themselves and thrive.

Additional Position Duties: (The following is a list of what all employees, except those with medical accommodation, may be regularly required to do.)

  • Sit for prolonged periods of time
  • Utilize wrist and hands for a prolonged period of time
  • Walk short distances
  • Stand for short periods
  • Speaking and conversing with others
  • Lift up to 25lbs without assistance up to chest height

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