Job Overview

The Expense Coordinator is responsible for tracking, reconciling, and submitting invoices for both corporate and field teams. This role ensures accuracy and compliance in expense reporting through Concur, supports Accounts Receivable with invoice preparation, and provides administrative reporting to assist AR and Payroll departments. The ideal candidate is detail-oriented, highly organized, and capable of managing expense-related inquiries and issues in a timely manner.

Key Responsibilities

Reconcile, report, and prepare invoices (from templates) using Concur.

Build and recommend relevant reports from Concur to improve tracking and analysis.

Gather and send detailed monthly invoices for client payment reconciliation, including annual rates, labor, and prorations (via Excel).

Review receipts in Concur to ensure legibility and compliance with expense platform standards.

Address and resolve issues raised via Zendesk (Concur) or escalate to leadership when needed.

Manage incoming work or tickets from applicable inboxes, responding to employee inquiries promptly.

Reinforce and communicate best practices to existing staff regarding expense processes.

Track, maintain, and generate reports using Excel, MS Outlook, and Concur.

Provide administrative support reporting to AR and Payroll for accurate expense payroll processing.

Maintain expense platform settings and respond to ad-hoc requests.

Ensure compliance with monthly invoice submission deadlines.

Non-negotiable:

Experience in AR/invoicing(at least 1 year experience)

Experience in dealing with both clients and customers directly

Experience in expense disbursements

Experience with SAP Concur and M365 NAV

Qualifications:

Bachelor’s degree in Business or related field (preferred).

Experience in Accounts Receivable or a similar finance-related role.

Strong skills in Excel and familiarity with MS Outlook.

Experience with SAP Concur (preferred).

Knowledge of M365 NAV or Dynamics is an asset.

Strong attention to detail, organizational, and time-management skills.

Excellent interpersonal and communication skills for working with internal stakeholders.

Ability to work independently as well as collaboratively within a team.

Self-starter, adaptive, and comfortable working in a fast-paced environment.