T&E Specialist

| Santa Monica
About the T&E Specialist at Headspace:
We are looking for an enthusiastic, highly organized and detail-oriented individual to oversee our employee expense reimbursement process. The ideal candidate will be system savvy, meticulous, personable, and able to both take direction and take initiative. The position reports to the Senior Accountant and will interact regularly with various departments at Headspace.

How your skills and passion will come to life at Headspace:

  • Administer the employee expense reimbursement system (SAP Concur). Manage all correspondence with employees related to Concur, as well as the T&E process and policy.
  • Create and maintain Concur on-boarding documents, support employees with training and provide answers to questions.
  • Review all travel and entertainment expenses, monitor reimbursements and ensure such expenses are valid in accordance with the Company’s T&E policy.
  • Review expense reports submitted through Concur to ensure expenses are properly recorded in the general ledger, as well as verify receipts against expenses.
  • Maintain the employee expense reimbursement system, including activating/deactivating users to ensure proper department and approval hierarchy.
  • Create an on and off boarding process checklist for employees and ensure changes to Concur are completed timely and accurately.
  • Communicate and facilitate system updates to ensure all issues and upcoming enhancements are resolved.
  • Assist with collecting and attaching receipts, coding and monitoring spend on Company credit cards.
  • Perform payment reconciliations on a monthly basis.
  • Assist with preparing month-end accruals related to travel & entertainment expenses.
  • Provide information and support for annual audits, including expense approvals and receipts.
  • Assess and document all processes and procedures related to the T&E process; recommend improvements.
  • Assist Senior Accountant with projects, enhancements, reporting, metrics and other tasks as assigned.
  • Submit cases with Concur Customer Support and work through resolution of problems as needed.

What you’ve accomplished:

  • 2+ years of experience managing an employee expense reimbursement process
  • Experience administering an employee expense reimbursement system required (SAP Concur Travel and Expense Management software a plus)
  • BA/BS in Accounting, Finance or business-related field a plus
  • High degree of accuracy and attention to detail 
  • Strong organizational and problem-solving skills
  • Effective communication and interpersonal skills to interact independently with both internal partners and external suppliers at all staff levels
  • Ability to learn and execute effectively
  • Proficient knowledge in Excel 
  • Comfortable working in a fast-paced environment and able to facilitate changes as situations require

How to get started:
If you’re excited by the idea of seeing yourself in this role at Headspace, please apply with your CV and a cover letter that best expresses your interest and unique qualifications.

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Technology we use

  • Engineering
    • JavaLanguages
    • JavascriptLanguages
    • SwiftLanguages
    • MicroservicesLanguages
    • TypescriptLanguages
    • ReactLibraries
    • Node.jsFrameworks
    • MySQLDatabases

Location

Headspace is located in the heart of Santa Monica on Michigan and Cloverfield. Bergamont train station is right behind our office.

What are Headspace Perks + Benefits

Headspace Benefits Overview

Unlimited Time Off
Lifetime Headspace Subscription
$500/year learning and development budget
$75 gym stipend
Daily catered lunch and fully stocked fridge
Parking
Full Medical, Dental, Vision Coverage
Voluntary Coverage
Basic Life AD&D
Flexible Spending Account
401k
Commuter Benefit

Health Insurance & Wellness Benefits
Dental Benefits
Vision Benefits
Health Insurance Benefits
Life Insurance
Wellness Programs
$75 gym stipend each month
Retirement & Stock Options Benefits
401(K)
Company Equity
Child Care & Parental Leave Benefits
Flexible Work Schedule
Vacation & Time Off Benefits
Unlimited Vacation Policy
Unlimited Paid Time Off Poilicy
Paid Holidays
Paid Sick Days
Perks & Discounts
Casual Dress
Commuter Benefits
Company Outings
Free Daily Meals
Stocked Kitchen
Some Meals Provided
Happy Hours
Parking
Relocation Assistance
Fitness Subsidies
Professional Development Benefits
Job Training & Conferences
$500 Conference budget
Tuition Reimbursement
Diversity Program

Additional Perks + Benefits

Quarterly Hackathons. Optional group meditations daily. Competitive salaries. Unlimited PTO. Daily catered lunch.

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