Travel and Expense Manager

Summary: The Travel and Expense Manager oversees and coordinates all employee travel programs in accordance with the company travel policy. Additionally, the Travel and Expense Manager will also be responsible for the corporate fleet vehicle program, manage and enforce company expense reporting, and assist with the company credit card program.

Essential Functions: The duties listed below are the specific duties and tasks that someone in this position must accomplish. Oversee and coordinate domestic and international travel arrangements for BLM GROUP, while maintaining any required documentation for ease of retrieval. Assist the various BLM GROUP locations with travel as needed. Prepare required entry documents for employees traveling internationally (e.g. invitation letters, visas, etc.).Arrange routine and complex travel, coordinating plans for any air, car, and hotel accommodation needed, and ensure arrangements are communicated to both the employee and manager. Manage and enforce the corporate travel and expense policies, working with the employee and/or manager as needed. Provide current and new employee training on all travel and expense policies and procedures and serve as the main point of contact for all travel and expense-related inquiries. Serve as a mentor and provide guidance to the Expense Auditor and Travel Coordinator as needed to ensure the continued growth for the BLM GROUP travel team. Request reimbursement from any unauthorized items on company credit cards. Be available to receive calls from employees having changed travel plans. Continually seek strategic initiatives to explore cutting edge travel technologies and/or websites. Be highly proficient in monitoring current market conditions and adjusting partnerships based on company needs & preferences. Review travel related policies and processes to identify and recommend best practices. Schedule the company vehicle usage, develop and maintain systems for tracking maintenance of vehicles, distribute keys and necessary paperwork for employee use while driving, ensure insurance is up to date and all vehicles that go out have necessary safety items and paperwork, and monitor vehicles upon their return for damage, cleanliness, gas usage, mileage, etc. Contact customers and guests before their visits to BLM to communicate preferred amenities to help them acclimate to the area. Be responsible for completing invoices, matching and reconciling cost of issued services to final billing. Be flexible and available to work the required overtime necessary to complete work necessary for operational concerns. Other duties as assigned by management.

Qualifications: At least five (5) years of experience managing domestic and international travel activities, preferably in a leadership or management role. Ability to lead vendor negotiations and communicate effectively. Previous experience with SAP Concur required. Ability to maintain confidentiality regarding employee situations. In depth knowledge of North America and Italy geography and/or ability to understand distances between points of travel. Knowledge, Skills, and Other Abilities Highly proficient in MS Office, including Word, Excel, PowerPoint, Adobe & Outlook. Highly organized; thorough and efficient; methodical and detailed worker. Able to work independently and effectively with minimal supervision. Ability to create, maintain, and manage a project plan. Ability to understand and meet deadlines and goals. Ability to work in a fast-paced environment. Excellent verbal and written communication skills. Must be able to effectively listen, understand, and analyze problems. Excellent time management skills. Able to meet deadlines and communicate deadlines to other team members. Able to effectively work with all levels of team members. Fluent in Italian (preferred but not required).Licensing/Certifications A clear driving record containing no more than two (2) minor moving violations in three (3) years and no major violations in the last seven (7) years Equipment, Machinery, Tools, and Vehicles Used General office equipment, including computers, printers, fax machines and telephones Physical Demands The physical demands described here are representative of those that an employee must be able to accomplish to successfully perform the essential functions of this position. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions of this position. While performing the duties of this job, the employee is regularly required to use hands to manipulate, handle, feel or operate objects, tools or controls; reach with hands and arms; stand; talk and hear; walk; sit, climb or balance; stoop, kneel, crouch or crawl; and lift or move up to fifteen (15) pounds. Specific vision abilities required by this job include close vision, distance vision, color vision, peripheral visions, depth perception and the ability to adjust focus.

Mental Demands: While performing the duties of this position, employees are regularly required to use written and oral communication skills; read and interpret data, information and documents, analyze and solve problems, use math and mathematical reasoning; observe and interpret situations; learn and apply new information or new skills; work under deadlines and constant interruptions; interact with staff and other organizations; and frequently deal with dissatisfied or quarrelsome individuals.