Administrative Expense Clerk - New York, United States - SPS North America

Description

Job Title:
Administrative Expense Clerk


Reports To:
The Administrative Expense Clerk will report to the Client Manager or equivalent leadership.


Job Overview:

The Administrative Expense Clerk provides exceptional expense/financial and office services, delivering operational functions in the following areas: receiving, processing, and verifying banker expenses, submitting, tracking and recording expenses, while serving as a backup to other administrative functions.

Overall, this position continuously offers the highest level of service to all clients and SPS employees while maintaining a professional image of the company by providing prompt, courteous and efficient service.

Duties and Responsibilities:

Provides 5-star customer service to all clients and employees (in all forms of communication).

Does extensive preparation and tracking of all expense reports and reimbursements; understand and comply with all policies, guidelines, and procedures for expense processing; complete monthly reconciliations of principal's expense profile.

Generates research reports and pull company and client information using proprietary tools, Library, online tools, Spider, etc.

Arranges and facilitates extensive domestic, international, and multi-destination travel including flights, hotels, and cars in accordance with IBD policy, expense guidelines.

Supports incoming correspondence; archiving of documents, records, and reports in accordance with firm policy; perform general administrative errands; liaise with Office Administration team to assist in dissemination of critical information.

Processes check requests and expense reports on a regular basis.

Maintains large number of vendor accounts while staying in compliance with company policies and procedures.

Builds professional relationships with clients and other teams.

Maintains professionalism and composure when interacting with all employees.

Trains back-up and providing guidance on policies and procedures.

Provides general administrative or office management tasks.

Determines what additional support is needed when handling sensitive inquiries.

Proactively seeks out additional work during downtime.

Communicates sick days, vacation days, early departure, late arrivals, and changes to the schedule.


Competencies:

Strong verbal and written communication skills.

Excellent customer service skills.

PC skills MS Office Suite experience, Concur a plus.

Ability to handle multiple tasks simultaneously.

Good organizational skills.

Possesses ability to work independently and capable of completing projects.

Patient, calm, clear-thinking, poised, professional, and energetic.

Excellent mathematical abilities associated with bookkeeping, accounting, and/or finances.


Qualifications and Education Requirements:

High School Diploma (or equivalent) required.

2+ years prior work experience preferred.

Ability to work assigned work hours determined by manager.

Excellent organizational and time management skills.

Analytical abilities and aptitude in problem-solving.

Superb written and verbal communication skills.

Current knowledge or ability to learn computer-based systems required for functions of position.

Required to maintain an overall professional appearance and attitude.

Adhere to all policies and procedures required.


Physical Demands:

Fine and/or gross motor skills, including the ability to grasp, lift and/or carry or otherwise move packages on a standard wheeled

cart with a load capacity of 60 lbs.

Ability to walk, bend, kneel, stand, and/or sit for an extended period of time.

Manual dexterity required for operating office machinery (phone, copy machines, binding equipment, etc.).

Ability to lift or move 40 lbs. or greater frequently.


Other Duties:

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.


About SPS:

SPS is an award-winning employer of choice offering innovative Enterprise Workplace Solutions and Technology Business Solutions to our clients throughout North America including many Fortune 500 companies.

A career with SPS includes a robust onboarding and training program to help you unlock your career path possibilities.

In North America, our services include office services such as reception/lobby concierge, mail center, and conference room management in addition to document processing services utilizing leading edge technologies.

Our clients today are companies in sectors such as banking, legal, insurance, technology, higher education, advertising, and other professional services, including many Fortune 500 companies.

At SPS we embrace the uniqueness of our employees and are committed to the fair and equal treatment of all people, applicants, and employees by promoting a culture of access, inclusion, equ