Manager – Travel, Expense, & Vendor Management

The Manager – Travel, Expense, & Vendor Management is responsible for the daily administration, auditing, reconciliation and management of the Museum’s business credit card and purchase card (P-Cards). Duties include opening and closing credit cards, running and monitoring credit and P-Card card limits, working with cardholders on resolving credit card issues, reporting credit card program issues to management on a timely basis, keeping up-to-date with relevant regulations and technology, and leading projects to enhance travel processes and generating reports.

Additionally, this role manages vendor onboarding and profile management: facilitates the collection and management of vendor information, including contact details, certifications, and compliance documentation. Improves process with automations and standardization wherever possible. The Manager ensures compliance with financial reporting and internal controls, as well as supervises staff.

Responsibilities:

 Travel and Expense Related (50%):

• Creates and manages user profiles in third-party employee expense system including maintaining changes, additions, deactivations, troubleshooting technical user errors, fielding user questions, setup, and payment inquiries.
• Assists with credit cards and P-Cards management including increase/decrease of limits, issuance/cancelation, etc.
• Serves as liaison between vendor and employees to communicate and resolve system issues, fraud disputes, billing discrepancies, and data integrity concerns
• Implements and enforces compliance with MoMA’s Travel and Entertainment policy. Monitors transactions (employee travel, out of pocket expense reimbursements, repayment of non-business-related expenses) for accuracy, fraud, and policy violations.
• Develops and maintains monthly reports on travel usage and compliance. Prepares quarterly and annual metrics for analysis (e.g. creates and distributes spend analysis and trend reports to department managers, monitors non-business use of cards as related to business expenses, etc.)
• Provides ongoing training and communicate system changes, upgrades, and maintenance matters to end users.
• Performs updates and maintenance of training materials for reimbursement expense processing, training sessions, etc.
• Assists with system issues and questions, future system implementations, upgrades, and external and internal audits.
• Coordinates and works with the Accounting team to support the monthly accounting close process (e.g. reclass entries for posting, ensure mapping of chart-strings between general ledger and expense system, etc.).
• Performs monthly reconciliation of business credit card statements to transactions incurred by employees in the expense management system.
• Participates in recruitment for select open positions and makes hiring recommendations or decisions for staff vacancies; supervises assigned staff on daily basis, providing relevant training, feedback, guidance, professional development, etc.; ensures compliance with and comprehension of Museum policies and relevant collective bargaining agreement, if applicable; conducts annual performance reviews with direct staff; manages the constructive discipline process, as warranted; etc.

Vendor Onboarding and Profile Management (40%)

• Onboards new and existing vendors by authenticating, verifying, and updating their business information submitted (e.g. legal name, addresses, tax IDs and statuses, bank account, payment preference, etc.)s
• Performs sanction list searches.
• Serves as liaison between Accounts Payable and employee requesting new vendor profile or updates to existing vendor information.
• Identifies, accesses, and implements vendor management software to streamline and automate vendor onboarding.
• Documents all related processes and creates work-guide and training materials.
• Performs special projects as assigned and address ad-hoc requests and issues.

Administrative Services (10%)

• Approves Administrative Services’ vendor invoices for payment.
• Validates vendor profile information prior to payment by Accounts Payable team for payments that exceed a certain threshold.
• Serves as system administrator for MoMA’s office supply vendors.
• Monitors the department’s Help Desk inquiries/requests.
• Meets with third party vendors to review performance metrics and contract terms.

Core Competencies and Interests:

• Strong Excel skills
• Ability to multi-task and to manage multiple priorities and projects.
• Excellent interpersonal, written, and verbal communication skills.
• Strong research, analytical, and technical abilities for data a