Expense Specialist

Summary and Objective

The Expense Specialist is responsible for ensuring compliance with laws and regulations governing financial and securities institutions and expense report transactions. This includes examining, verifying, or authenticating records. The Expense Specialist will also review settled claims to determine that payments and settlements are made in accordance with company practices, procedures and deadlines. The Expense Specialist may also check the accuracy of figures, calculations, and postings pertaining to business transactions recorded by other workers in addition to computing, classifying, and recording numerical data to keep financial records complete.

Essential Functions

Reasonable accommodations may be made to enable individuals with disabilities to perform these essential functions.

• Manage all American Express accounts
• Ensure the financial guidelines are met
• Ensure expenses are correctly coded to appropriate general ledger accounts
• Manage the Expensify Reporting Program for 300 active users including approving expense reports for credit card expenses and cash expenses
• Responsible for setting up employees in Sage Intacct and Expensify for reporting purposes
• Daily communications with pilots and vendors verifying amounts
• Meet income statement deadlines and month-end close out responsibilities
• Ensure that employee deductions and reimbursements are submitted to payroll bi-weekly through reporting process
• Responsible for supplying credit card expenses and information management as needed
• Assist with Indoctrination class (new hire orientation)
• Instruct new employees how to use receipting program
• Provide guidelines on company policies when using company credit card

Skills and Abilities

• Being a self-starter who is highly motivated with strong initiative
• Interpersonal skills with an emphasis on strong communication skills in both oral and written forms
• Effective time management
• Attention to detail
• Focus on excellence
• Adaptability
• Accountability and having hard conversations

Other Cognitive Processing

• Memorization
• Reasoning and connecting ideas
• Adept quick learning
• Problem finding and solving
• Multi-tasking
• Detail orientation
• Basic Understanding of Computer Applications and Data Entries

Competencies

• Microsoft Office Suites
• More than proficient in Excel
• Expensify Reporting Program
• Sage Intacct

Supervisory Responsibilities

• NA

Work Environment

• Typical office and computer lab environment with frequent interruptions.

Physical Demands

• Ability to see and hear clearly 
• Ability to read, comprehend, and speak English clearly 

• Ability to sit, stand, and walk for extended periods 
• Ability to regularly lift/move up to 30 pounds 

Dress Code and Uniform

• Well-groomed appearance
• Adherence to department dress code

Travel required

• Some, less than 10%

Required Education and Experience

• High School diploma or Equivalent
• Strong customer service skills
• Excellent interpersonal skills
• Must be authorized to work lawfully in the United States, must provide two forms of Federal Identification.
• Candidates must successfully complete a comprehensive background check prior to employment. This includes verification of previous employment, education, criminal history, and any other relevant information necessary to determine the suitability for the position.

Preferred Education and Experience

• Associate's degree
• Financial management experience

EEO Statement

flyExclusive does not discriminate based on race, color, religion, sex (including pregnancy, sex stereotyping, gender identity, gender expression or transgender status), national origin, sexual orientation, physical or mental disability, age, protected genetic information, status as a parent, marital status, political affiliation, or retaliation based on prior protected EEO activity.

Other Duties

Please note 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.

Required education and experience 

• High School diploma or Equivalent 

• Strong customer service skills 

• Excellent interpersonal skills 

• Must be authorized to work lawfully in the United States, must provide two forms of Federal Identification. 

• Candidates must successfully complete a comprehensive background check prior to employment. This includes verification of previous employment, education, criminal history, and any other relevant information necessary to determine the suitability for the position. 

Preferred education and experience 

• Associates Degree 

• Financial management experience