Administrative Specialist - Travel & Expense

About Grocery Outlet:

• Our Mission: Touching lives for the better
• Our Vision: Touching lived by being the first choice for bargain-minded consumers in the U.S.
• Our Values & Behaviors: Achievement, Diversity, Entrepreneurship, Family, Fun, Integrity & Service

About the Team: 

Our Grocery Outlet Office Services team mission is to provide excellent customer service and create an environment that allows corporate employees to produce their best work. We do this by continuously improving the physical resources and processes we provide. Successful members of our team are dedicated to customer service and continuous growth.

About the Role:
As the Administrative Specialist (Travel & Expense) you will centrally manage travel arrangements, itineraries, expense reporting and related administration for the Sr. Executive team. You will deliver responsive, detail-oriented support by researching options, coordinating complex logistics, monitoring changes and ensuring that travel and expenses are completed accurately and in accordance with Grocery Outlet policies.

This role is part of a centralized Executive Support team; You will partner closely with the Senior Executive Assistant to the CEO and the Executive Scheduling Partners, using the finalized business dates, meeting context and timing requirements they provide to build effective travel plans. You will maintain executive preferences and provide a consistent, high-quality travel and expense experience across the Sr. Executive team.

This role will be hybrid and will be required to work in our Emeryville Corporate Office 3-5 days per week and as needed to support the business. The Administrative Specialist will report to the Senior Executive Assistant.

Responsibilities Include:

• Arrange domestic travel for members of the Sr. Executive team.
• Research and present travel options that balance schedule requirements, cost, efficiency, flexibility and executive preferences.
• Book air, hotel, ground transportation and other accommodations.
• Maintain accurate executive travel profiles, loyalty program information and individual travel preferences.
• Prepare and distribute detailed itineraries that include transportation, accommodations, meeting locations, contact information and other relevant logistics.
• Monitor travel disruptions, cancellations and schedule changes; proactively coordinate alternatives and communicate updates.
• Partner with the Executive Scheduling Partners to confirm business dates, meeting schedules, context and timing requirements before travel is booked.
• Coordinate internal and external conference registrations and related travel logistics.
• Complete, submit and reconcile executive expense reports accurately and within required timelines.
• Track receipts, identify missing documentation and follow up with executives as needed.
• Ensure travel arrangements and expense reports comply with Grocery Outlet policies and approval requirements.
• Manage corporate card administration and monthly reconciliation activities for supported executives.
• Track travel credits, unused tickets, refunds and other recoverable travel value.
• Maintain organized travel and expense records and provide reporting to Finance or other stakeholders as needed.
• Build effective relationships with travel vendors, Finance, Internal Communications & Events team and external partners.
• Provide basic backup coverage across the Executive Support team during absences or periods of increased demand.
• Identify opportunities to improve travel and expense processes, templates, documentation and service levels.
• Adapt proactively as business needs change and take on additional responsibilities as needed.
• In everything, represent Grocery Outlet and the Grocery Outlet team with confidentiality, professionalism, kindness and efficiency.
  
  

About The Pay:

• 401(k) Profit Sharing
• Medical, Dental, Vision & More!
• Final compensation will be determined based upon experience and skills and may vary based on location.

About You:  

• 3 years of experience coordinating business travel, processing expense reports or providing related administrative support in a fast-paced start-up like environment.
• Experience supporting executive-level domestic travel required.
• Strong knowledge of travel booking practices, itinerary management and expense reconciliation.
• Experience with Concur or a similar travel and expense management platform.
• Exceptional attention to detail and the ability to manage multiple active trips, changes, receipts and deadlines simultaneously.
• Strong problem-solving skills and the ability to respond calmly and quickly to travel disruptions or last-minute changes.
• Ability to interpret and consistently apply travel, expense and corporate card policies.
• Strong written and verbal communication skills and a responsive, customer-service-oriented approach.
• High level of integrity and the ability to maintain confidentiality regarding executive schedules, travel and expenses.
• Strong proficiency with Microsoft Outlook, Teams, Excel and other business administration tools.
• Experience working with travel agencies, airlines, hotels or other travel vendors preferred.

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