Travel & Expense Administrator

Task Responsibilities:

This role encompasses responsibilities across both Travel Expense Reports & Credit Card Management and the Global Travel Office. While the core focus remains on the financial and administrative side of travel management, the travel office duties complement this by handling bookings and assisting travelers. 

Travel Expense Reports & Credit Card Management

• Manage all types of monthly, business, operational and travel expense claims processed
• Examine Business & Travel Expense Reports for accuracy, completeness and compliance with company policies by using internal and externals resources/tools
• Verification of all required supporting receipts and documentations attached to the Travel Expense Reports
• Scan, upload and indexation of Travel Expense Reports into the ERP system
• Support digitalization project of Travel Expense Reports
• Support the reconciliation and management of company credit cards
• Follow up on invoices, payments and refunds

Global Travel Office

• Arrange and confirm travel bookings for internal travellers and external guests including flight, hotel, rental car, train
• Provide travel offers and assist with travel arrangements to ensure cost efficiency and travel policy compliance
• Manage queries and amend travel change requests
• Manage Cargolux aircraft bookings/seats for business and vacation purposes
• Support Cargolux staff with private travel questions and bookings
• Handle ad-hoc issues related to reservations and crew complaints
• Communicate by phone and email with internal stakeholders and external suppliers
• Cover all worldwide ad-hoc requests during the Global Travel Office closing times in Hong Kong and Houston, TX

Essential Requirements For The Position:

• Travel or accounting/finance background with a good understanding of Travel and Expense processes
• 1-3 years of experience working in a Finance or Travel role
• Anticipating and balancing the needs of multiple stakeholders
• Feeling comfortable to work in a team as well as autonomously
• Have very good communication and data analysis skills
• Demonstrated ability to work independently and to take initiatives
• Be able to identify problems and propose solutions
• Fluency in written and spoken English, other languages are a distinct advantage
• Proficiency in Microsoft Office (PowerPoint, Word, Excel, Outlook, Teams)
• Amadeus and/or SAP experience will be considered as a definite advantage

Working Conditions:

• The internal title of this position is: Senior Agent Travel & Expense 
• Position based in our HQ in Luxembourg
• Full-Time position
• A Certificate of good conduct (Casier judiciaire, Polizeiliches Führungszeugnis) will be required in case of positive selection

Our benefits package includes:

• Competitive salary (according to our Collective Work Agreement); 
• Profit sharing scheme (according to our Collective Work Agreement);
• 27 days of annual leave & 4 days of compensation (incl. annual vacation allowance);
• On-site canteen and cafeteria with a meal-voucher scheme;
• Travel benefits: special rates with partner airlines, hotels and car rental companies;
• Employee discounts and special conditions with partner companies;

 All benefits are subject to internal policies, regulations and agreements.