Travel & Expense Program Analyst

Job Title: Travel & Expense Associate

Location: Waltham, MA 02451

Job Type: Long Term Contact, Hybrid (3 days in office)

Pay: $40 an hour or about $82,000 a year

Position Summary

The Travel & Expense (T&E) Associate is a key member of the Finance organization’s T&E team, responsible for supporting all travel and expense–related activities for the company and its affiliates. This role drives operational excellence within the T&E Program by ensuring employee compliance, responding to daily inquiries, and supporting accurate and timely expense reporting.

The Associate manages monthly follow-ups on outstanding expenses, partners closely with SAP Concur Audit and internal stakeholders, and serves as the primary liaison to Compliance and Sales Operations for field-related support. The role also provides backup coverage during peak processing periods and contributes to ongoing process improvements that enhance program efficiency and integrity.

In addition, this position plays an important role in employee enablement and training. Responsibilities include leading New Hire and Field onboarding sessions, delivering company-wide T&E education, and developing scalable, video-based training content using AI technology. The Associate identifies repeat non-compliance trends, provides targeted coaching, creates user guides and SOPs, and performs quality assurance reviews to prevent future issues and ensure consistent adherence to policy.

The ideal candidate thrives in a fast-paced, collaborative environment, demonstrates strong attention to detail and sound judgment, and is motivated to take on additional responsibility while maintaining high-quality standards. A strong interest in the T&E function and awareness of industry trends are essential.

Key Responsibilities

• Manage monthly employee follow-ups for outstanding expense reports
• Respond to employee travel and expense inquiries via the shared inbox
• Identify repeat instances of expense report non-compliance and deliver targeted training or coaching
• Facilitate New Hire, Field New Hire, and company-wide T&E training sessions, coordinating with internal partners as needed
• Develop and maintain video-based training modules using the Synthesia AI platform
• Partner closely with SAP Concur Audit to resolve issues and maintain up-to-date audit scripts
• Serve as the primary liaison to Compliance and Sales Operations to support accurate expense reporting and field needs
• Provide backup support for expense report processing queues during peak periods and support process improvement initiatives
• Create and maintain user guides and standard operating procedures (SOPs)
• Perform quality assurance reviews to identify, remediate, and prevent expense-related non-compliance

Qualifications & Experience

Basic Qualifications

• Bachelor’s degree in Accounting, Finance, Business, or a related field (Master’s degree a plus)
• 3–5 years of experience in Travel & Expense, with a primary focus on expense management; Life Sciences industry experience preferred
• Knowledge of Healthcare Professional (HCP) interactions and applicable regulatory reporting requirements
• Hands-on experience with SAP Concur or a comparable expense management system
• Experience conducting live training sessions and developing training documentation
• Proficiency in Microsoft Excel and Microsoft Office applications
• Strong attention to detail with excellent written and verbal communication skills

Preferred Qualifications

• Experience with internal expense audits or compliance review processes
• Background in Quality Assurance, issue resolution, or process improvement
• Familiarity with AI-based training and content development tools
• Strong analytical and organizational skills
• Ability to manage multiple priorities in a fast-paced environment
• Proven ability to collaborate effectively with cross-functional teams and external partners
• Highly motivated self-starter with the ability to learn new concepts independently
• Demonstrates integrity, professionalism, and sound judgment
• Relevant certifications are a plus

Working Conditions

• Hybrid work model: 3 days per week onsite in Waltham, MA; fully remote arrangements are not available
• Ability to work for extended periods at a computer
• Occasional business travel may be required

Required Skills & Experience Summary

• Expense management system experience
• Life Sciences industry experience and regulatory reporting knowledge
• Conducting live trainings and recorded demonstrations
• User guide and SOP development
• Strong attention to detail