Corporate AP & Expense Associate

Western EcoSystems Technology, Inc. (WEST), a dynamic medium size consulting firm with offices across the United States and Canada, is looking for a Corporate AP & Expense Associate 2.

WEST has a permanent core of professionals with broad experience in basic and applied ecological studies and the sophisticated analysis of natural resource data. Since its founding in 1990, the team has shaped the foundation of what we do and what we believe in through our core values and key principles. Our work matters to our clients, communities, and the environment. Join WEST and discover a company of passionate, committed, and highly motivated individuals.

Please click here to see what benefits WEST offers!

Key Details:

• Compensation: $23.00 - $26.00 / Hour, DOE 
• Location: any of the following: Cheyenne WY, Laramie WY, Fort Collins CO, or Bismarck ND

Job Description:

We are seeking a detail-oriented Accounts Payable and expense management professional to join our corporate finance team as a Corporate AP & Expense Associate 2. This role partners with employees, approvers, and leadership to support our travel and expense program, strengthen policy compliance, and ensure accurate, timely expense and corporate card reporting. The ideal candidate brings a strong understanding of expense policies and internal controls and demonstrates a commitment to continuous improvement. This position plays a key role in maintaining accurate expense and corporate card processes while balancing employee experience with consistent compliance across the organization.

Responsibilities:

• Expense Program Management & Policy Governance:
  • Own day-to-day administration of the expense program, including intake, prioritization, and resolution of escalations.
  • Maintain and continuously improve expense policies, approval workflows, and documentation to support compliance and a positive employee experience.
  • Partner with HR, Operations, and Accounting/Finance to align policy with business needs and regulatory requirements.
  • Lead root-cause analysis for recurring expense issues and drive corrective actions, training, and process changes.

• Corporate Card Program Oversight:
  • Administer the corporate card program (onboarding/offboarding, card issuance, limits, and user support) in partnership with the card providers and internal stakeholders.
  • Establish and monitor corporate card controls (required receipts, business purpose, timely submission) and follow up on exceptions.
  • Coordinate resolution of past-due items and non-compliant activity with employees and approvers; document outcomes and trends.

• Reporting, Analytics, and Close Support:
  • Develop and maintain expense and corporate card reporting
  • Review, audit, and post employee expense reports and corporate card expense reports in accordance with policy, approval requirements, and accounting timelines.
  • Support month-end close by ensuring expenses are accurately coded and timely recorded; coordinate with Accounting/Finance on accruals, reallocations, and corrections as needed.
  • Prepare documentation for internal/external audits, assist with controls testing, and implement remediation for identified gaps.

• Stakeholder Support, Training, and Continuous Improvement:
  • Serve as a primary point of contact for expense and corporate card questions; provide clear guidance to employees and approvers.
  • Deliver training and create job aids for employees and managers; support change management for policy and process updates.
  • Identify automation and process improvement opportunities within the expense system/ERP; partner with IT/vendors on enhancements, testing, and releases.
  • Collaborate with Accounting/Finance, management, and project leaders to improve spend visibility, forecast accuracy, and policy compliance across the business.

This is a general description of the functions for this position and is not inclusive of the duties which may be associated with this position.

Qualifications:

• Associate’s degree in Accounting, Finance, Business, or related field (or an equivalent combination of education and relevant experience).
• Three or more years of experience in Accounts Payable and/or corporate expense management with exposure to corporate card programs preferred.
• Experience with an accounting ERP system (Deltek preferred) and understanding of GL coding/cost allocations.
• Experience with administering or supporting an expense management platform (e.g., Stampli, Concur, Coupa, Expensify, or similar) is preferred; willingness and ability to learn new systems is required.
• Strong knowledge of expense policy, compliance, and internal controls; ability to interpret policy and apply it consistently.
• Advanced Excel skills and comfort working with large data sets;
• Excellent communication skills with proven ability to influence and partner with employees, approvers, and leadership.
• Strong project management and continuous-improvement skills (process mapping, SOPs, training materials, and change management).

After an offer of employment is made, the candidate must successfully pass a pre- employment background check, drug screening, and DMV records check that meets WEST’s minimum criteria to operate a motor vehicle on behalf of the company.  A valid driver’s license will be required.

WEST provides equal employment opportunities to all individuals regardless of their race, color, religion, gender identity or expression, age, sex, sexual orientation, national origin, disability status, genetics, and any protected veteran status, and any other characteristic protected by federal, state or local law.  Further, Company takes affirmative action to ensure that all individuals are treated fairly, and without discrimination, for recruitment, selection, advancement and every other term and privilege associated with employment.