Travel and Expense Supervisor

Job Description

Who We Are
Creative Artists Agency (CAA) is the leading entertainment and sports agency, with global expertise in filmed and live entertainment, digital media, publishing, sponsorship sales and endorsements, licensing, media finance, consumer investing, fashion, trademark licensing, and philanthropy.  Distinguished by its culture of collaboration and exceptional client service, CAA’s diverse workforce identifies, innovates, and amplifies opportunities for the people and organizations that shape culture and inspire the world.  The trailblazer of the agency business, CAA was the first to build a sports business, create an investment bank, launch a venture fund, found technology start-up companies, establish a philanthropic arm, build a business in China, and form a brand marketing services division, among other innovations.

The Role
The Travel & Expense Supervisor (T&E) will support our Travel & Expense Manager in overseeing the T&E team's activities. This role involves providing guidance, ensuring process compliance, and fostering a collaborative environment to achieve efficient expense management. The T&E Supervisor will assist the T&E Manager with approving expense reports for reimbursement, preparing reporting and month-end deliverables, making card program payments, as well as covering Concur administrative duties.

Responsibilities

• Expense Report Processing: Review & approve expense reports submitted through the Concur platform, verifying compliance with company policies and guidelines (Final Review).

• On-Site Collaboration: Support the training and onboarding of new T&E team members, ensuring they understand processes and procedures. Work closely with employees to ensure timely report submission and compliance with travel & expense policies, while assisting cardholders or their assistants in person with reports that may be out of policy. Three days a week in office is expected, however, ADHOC coverage may be required as needed.

• Analysis and reporting: Monitor outstanding expense reports, escalate/socialize reports that are out of compliance and provide KPI’s on outstanding reports by employee as well as reports processed by the T&E team

• Leadership: Serve as a point of contact for team inquiries, resolving issues and escalating matters to the T&E Manager when necessary.

• Cross-functional Collaboration: Coordinate with other departments, such as Finance, Travel, and HR, to address cross-functional matters related to travel and expenses.

• Process Improvement: Assist with key initiatives and implementations to streamline all T&E functions.

• Month-End Close: Assist with monthly T&E accruals.

• Concur Admin: Assist manager with Concur user administration including updating employee records, assigning permissions, and managing roles. Maintain and enhance audit rules to ensure expense compliance with evolving company policies. Administer master data such as purpose codes, expense types, and custom fields. Help utilize SAP Concur Intelligence to build and schedule reports, dashboards, and KPI summaries for stakeholders.

Qualifications

• Educational Background: Accounting or Finance Degree is a plus.

• T&E Experience: Prefer Concur Travel & Expenses system knowledge; Concur Intelligent a plus.

• Communication Skills: Excellent written and verbal communication skills.

• Organizational Skills: Must be organized, detail-oriented, and able to switch focus as needed.

• Customer Service: Strong customer service experience.

• Experience Level: 3-5 years of experience.

Desired Skills

• Technical Proficiency: Familiarity with Concur Travel and Expense system.

• Problem-Solving: Strong analytical and critical thinking skills.

• Team Player: Ability to work well in a team-oriented environment.

• Flexibility: Adaptable to changing priorities and demands.

• Proactivity: Ability to identify and suggest improvements.

Soft Skills

• Interpersonal Skills: Strong interpersonal skills to interact effectively with employees and management.

• Attention to Detail: Keen attention to detail and accuracy.

• Time Management: Effective time management skills to meet deadlines.

• Adaptability: Flexible and adaptable to evolving business needs.

• Collaboration: Ability to work collaboratively with cross-fun