Travel and Procurement Specialist

POSITION SUMMARY

The Travel and Procurement Specialist is responsible for ensuring compliance with the North American travel policy, serving as the first line of travel approval, and auditing travel expense reimbursements and other travel compliance issues.

This position also oversees non-product procurement processes, ensuring all vendors are entered into the corporate vendor management system and assisting business unit owners in conducting periodic audits to ensure compliance with Service Level Requirements (SLRs). The role will assist in drafting and maintaining procurement policy and procedures and support the Request for Proposal (RFP) process as needed. Further responsibilities will be to support quarterly closing and budget variance reporting.

SUPERVISORY RESPONSIBILITIES

This position has no supervisory responsibilities for this role.

ESSENTIAL DUTIES AND RESPONSIBILITIES

• Serve as the first line of approval for all travel requests, ensuring compliance with the North American travel policy.
• Audit travel expense reimbursements and address travel compliance issues.
• Oversee non-product procurement processes, ensuring adherence to company policies.
• Ensure all vendors are properly entered and maintained in the corporate vendor management system.
• Conduct periodic vendor audits to ensure compliance with SLRs and procurement standards.
• Assist in drafting and updating procurement policies and procedures.
• Support the RFP process, including documentation and compliance checks.
• Liaise with internal stakeholders to resolve travel and procurement issues.
• Provide training and guidance on travel and procurement policies to employees.
• Prepare reports on travel and procurement activities for management review.
• Assist in developing KPIs related to the procurement process to ensure continues improvement as part of the Quality Management System (QMS).
• Identify and mitigate risks related to travel and procurement operations.
• Collaborate with the Finance and Events teams as needed for budgeting and compliance.

QUALIFICATIONS AND EXPERIENCE

• Bachelor’s degree in business administration, Finance, Supply Chain Management, or a related field.
• At least 3 years of experience in travel management, procurement, or a similar role.
• Strong knowledge of travel and procurement policies and best practices.
• Experience with vendor management systems and compliance auditing.
• Ability to work with senior-level accountants, administrators, and external vendors.
• Strong analytical skills and attention to detail.
• Proficiency in Microsoft Excel and other relevant software.
• Excellent communication skills, both oral and written.
• Ability to manage multiple projects and deadlines simultaneously.
• Strong problem-solving skills and ability to engage in difficult conversations regarding compliance and policy.

OTHER CONSIDERATIONS

• Current systems being used are Graphite Connect, SharePoint, and SAP Concur. Candidates with experience in these systems are encouraged to highlight skillsets; however, experience is not necessary.
• Candidate should be able to feel comfortable operating in a fast-growing, dynamic environment.
• Candidate must be comfortable interacting with company leadership and have strong interpersonal skills.

PHYSICAL DEMANDS

While performing the duties of this job the employee is regularly required to remain in an office at a computer workstation and access information from a computer. The employee is required to be mobile to, from, and within the office. The employee may occasionally move up to 25 pounds.

LifeWave is committed to creating an inclusive workplace that values diversity and promotes equal opportunities for all. We embrace the principles of the Americans with Disabilities Act (ADA) and strive to provide reasonable accommodations to qualified individuals with disabilities.

In our pursuit of building a diverse and talented team, we encourage candidates of all abilities to apply for positions at LifeWave. If you require accommodation during the application or interview process, please inform our HR department, and we will work with you to ensure your needs are met.