Come explore the Power of Possibility with a career at SPS!

We have an excellent opportunity for an experienced Administrative Expense Clerk to come grow with our team in Nashville, TN! This full-time position is ideal for someone with 1 years of relevant experience looking for a stable place to work, learn, and develop. We are a cross functional team looking for someone eager to make a lasting contribution!

SPS offers a competitive benefits package including offerings of: paid time off, paid holidays, medical, dental, vision, legal and life insurance, transit program, referral bonuses, pet insurance, EAP, and a 401K with company match.

Schedule: Typically Monday - Friday, 9:00am to 5:00pm

Job Overview:

The Administrative & Expenses Assistant provides exceptional expense/financial and office services, delivering operational functions in the following areas: receiving, processing, and verifying invoices, tracking, and recording purchase orders, and processing payments, while serving as a backup to other front or back of office functions.

Overall, this position continuously offers the highest level of service to all client and SPS employees while maintaining a professional image of the company by providing prompt, courteous and efficient service.

Duties and Responsibilities:

· Provides ‘Best in Class’ service to all clients and associates (in all forms of communication).

· Does extensive preparation and tracking of all expense reports and reimbursements; understand and comply with all policies, guidelines, and procedures for expense processing; complete monthly reconciliations of principal’s expense profile.

· Arranges and facilitates extensive domestic, international, and multi-destination travel including flights, hotels, and cars in accordance with Global Banking policy, expense guidelines.

· Generates research reports and pull company and client information using proprietary online tools, Library, Spider, etc.

· Provides general administrative or office management tasks.

· Supports incoming correspondence; archiving of documents, records, and reports in accordance with firm policy; perform general administrative errands; liaise with Office Administration team to assist in dissemination of critical information.

· Processes check requests and expense reports on a regular basis.

· Accurately reviews, codes, and processes vendor invoices.

· Maintains large number of vendor accounts while staying in compliance with company policies and procedures.

· Proactively seeks out additional work during downtime.

· Builds professional relationships with customers and other teams.

· Maintains professionalism and composure when interacting with all employees.

· Trains back-up assistants and providing guidance on policies and procedures.

· Determines what additional support is needed when handling sensitive inquiries.

· Communicates to SPS management any sick days, vacation days, early departure, late arrivals, and changes to the set schedule.

· Provides reception or concierge (front of office) coverage or mail (back of office) coverage if needed.

Competencies:

· Strong verbal and written communication skills.

· Excellent customer service skills.

· PC skills MS Office Suite experience.

· Ability to handle multiple tasks simultaneously.

· Good organizational skills.

· Possesses ability to work independently and capable of completing projects.

· Patient, calm, clear-thinking, poised, professional, and energetic.

· Excellent mathematical abilities associated with bookkeeping, accounting, and/or finances.

Qualifications and Education Requirements:

· High School Diploma (or equivalent) required.

· 2 years prior work experience preferred.

· Ability to work assigned work hours determined by manager.

· Excellent organizational and time management skills.

· Analytical abilities and aptitude in problem-solving.

· Superb written and verbal communication skills.

· Current knowledge or ability to learn computer-based systems required for functions of position.

· Required to maintain an overall professional appearance and attitude.

· Adhere to all policies and procedures required.

Physical Demands:

· Ability to walk, bend, kneel, stand, and/or sit for extended periods of time when performing duties.

· Manual dexterity required for operating office machinery (phone, copy machines, scanner etc…).

· Fine and/or gross motor skills, including the ability to grasp, lift and/or carry or otherwise move packages on a standard wheeled cart with a load capacity of 60 lbs if necessary.

· Ability to lift or move 40 lbs. or greater if necessary.

Travel: None or Negligible

Other Duties:

This job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee for this job. Duties, responsibilities, and activities may change at any time with or without notice.

About Us

SPS is a global outsourcing organization that offers both business and document processing services. Our clients are Fortune 500 companies in sectors such as advertising, investment banking, corporate, fashion, finance, law, and other professional services SPS operates in more than 15 countries worldwide providing specialized workplace support functions in areas such as Administrative, Information Technology, Mailroom, Document Production, and other Guest Services.

SPS is committed to delivering high caliber outsourcing experience to our clients and offering our employees challenging and exciting career opportunities throughout the North America region and globally. SPS is committed to investing in the professional development of our employees and offers competitive comprehensive benefits and diverse development training programs that leads to building careers.

At SPS we embrace the uniqueness of our employees and are committed to the fair and equal treatment of all people, applicants, and employees by promoting a culture of access, inclusion, equity, and diversity. SPS provides equal employment opportunities (EEO) to all employees and applicants for employment without regard to race, color, religion, sex, sexual and reproductive health choices, national origin, age, disability, genetics, military status, gender identity or expression, sexual orientation and/or any other status protected by law. www.spsglobal.com

This job posting is a snapshot and not designed to cover all duties assigned to this position. A full job description can be found on our company website. www.spsglobal.com

Job Type: Full-time

Benefits:

• 401(k)
• 401(k) matching
• Dental insurance
• Employee discount
• Health insurance
• Health savings account
• Paid time off
• Referral program
• Vision insurance

Schedule:

• 8 hour shift
• Day shift
• Monday to Friday

Application Question(s):

• If chosen your some responsibilities are Admin support, processing expenses, booking travel – please refer to the job description. Can you handle and have the experience of the responsibilities of this role?
• Having experience with booking corporate travel is a plus. Do you have the experience and why are you a good fit for the role?
• What were your duties in previous administrative or clerical positions?
• Have you previously used expense management software? If yes, which software did you use?

Experience:

• Internal Messenger: 2 years (Preferred)
• Mailroom: 2 years (Preferred)
• Double entry bookkeeping: 2 years (Preferred)
• Office: 2 years (Preferred)
• Inventory management: 2 years (Preferred)
• Microsoft Office: 3 years (Preferred)
• Administrative/Reception: 2 years (Preferred)
• Expanse Processing: 2 years (Preferred)

Ability to Commute:

• Nashville, TN 37203 (Required)

Work Location: In person