Expense Report & Office Administrator

About the role

Trace Systems is looking for an energetic and professional Expense Report and Office Administrator for its office in Tampa, Florida. The role focuses mainly on expense report administration, with a range of office administrative tasks as requested.

Key responsibilities

• Review submitted expense reports, verify receipts, code expenses correctly and check compliance with company travel and expense policies
• Enter expense details into the expense management system (Costpoint) accurately and maintain data integrity
• Identify potential policy violations and escalate them to the relevant stakeholders
• Audit expense reports regularly and investigate questions or issues raised by employees
• Create reports on expense trends and spending patterns for management
• Guide employees on expense reporting procedures and answer questions about related policies
• Maintain user access in the expense system, update configurations and troubleshoot technical issues
• Welcome visitors, follow security procedures, monitor the logbook and issue visitor badges
• Sort and route incoming mail, stock reception, conference rooms and common areas, and coordinate meetings and conferences

Required profile

• US citizenship required due to the nature of the work
• High school diploma
• Attention to detail and analytical skills to spot errors, inconsistencies and trends in expense data
• Strong communication and organizational skills

Required skills

• Experience with Microsoft 365 and Deltek Costpoint
• Intermediate proficiency in Microsoft Excel, Word, SharePoint, Outlook and Adobe Acrobat Pro