Fluence (Nasdaq: FLNC) is a global market leader delivering intelligent energy storage and optimization software for renewables and storage. Our solutions and operational services are helping to create a more resilient grid and unlock the full potential of renewable portfolios. With gigawatts of successful implementations across nearly 50 markets, we are transforming the way we power our world for a more sustainable future. For more information, please visit fluenceenergy.com.
Job Description:
The Senior Analyst, Global Travel & Expense and Corporate Card is responsible for executing and supporting end-to-end global T&E operations, including expense report audit, corporate card administration, SAP Concur support, policy compliance, employee query resolution, month-end activities, reporting, and control improvement. The role serves as a subject matter expert and ensures transactions are accurate, supported, appropriately approved, policy-compliant, and audit-ready
Key Responsibilities
1. Expense Report Review and Audit
- Review and audit employee expense reports in SAP Concur for accuracy, completeness, business purpose, supporting documentation, expense classification, approval evidence, and compliance with applicable policies.
- Validate itemized receipts, travel documentation, attendees, dates, locations, business justification, tax details, and other required evidence.
- Identify duplicate, personal, unsupported, incorrectly classified, late-submitted, or out-of-policy expenses.
- Return or reject non-compliant reports with clear, professional, and policy-based explanations.
- Assess policy exceptions and ensure required pre-approvals, business rationale, and exception approvals are documented before processing.
- Use the approved T&E audit checklist and retain evidence sufficient for management, statutory, internal audit, and SOX review.
2. SAP Concur Operations and Administration
- Support day-to-day SAP Concur administration, including user maintenance, approval routing, audit rules, employee master-data issues, and configuration-related queries.
- Monitor expense reports that fail to post from Concur to SAP and coordinate resolution with Concur IT, ERP, integration, and Accounting teams.
- Support testing and validation of workflow changes, system enhancements, audit-rule updates, new expense types, and policy-driven controls.
- Raise and track system incidents, enhancement requests, production issues, and integration failures through the approved support process.
- Identify opportunities to replace manual checks with system warnings, mandatory fields, preventative controls, or approval routing.
3. Corporate Card Administration
- Support the corporate card lifecycle, including card issuance, onboarding, replacement, cancellation, and temporary or permanent limit changes.
- Coordinate with card providers and internal stakeholders to resolve declined transactions, blocked cards, incorrect limits, merchant restrictions, travel notifications, and other card-related issues.
- Monitor unsubmitted, overdue, and aged card transactions and initiate structured follow-up and escalation.
- Track personal expenses charged to corporate cards and support recovery through payroll deduction or other approved repayment processes.
- Review corporate card usage for potential policy violations, including personal use, procurement bypass, inappropriate merchant categories, cash withdrawal, and unsupported purchases.
- Maintain complete approvals, acknowledgements, recovery documentation, and audit evidence for card-program activities.
4. Policy Governance and Compliance
- Maintain current knowledge of policies and procedures affecting Travel, Expense, Corporate Card, Procurement, and employee reimbursement.
- Interpret policy requirements and translate them into consistent operational audit checks.
- Identify areas where policies are silent, overlapping, unclear, or inconsistent and escalate them with documented examples and recommendations.
- Ensure expenses are reviewed against the policy in force and are not approved solely based on past practice or informal understanding.
- Support periodic policy reviews and recommend changes based on operational issues, employee queries, audit findings, and spend analysis.
- Assist in translating policy requirements into Concur controls, evidence requirements, approval workflows, and exception-routing rules.
5. Aged Transactions, Follow-up and Escalation
- Monitor expense reports and corporate card transactions across defined ageing categories.
- Issue timely reminders to employees and approvers and maintain evidence of follow-up.
- Escalate unresolved or repeat non-compliance to managers, T&E leadership, Finance, HR, Payroll, Controllers, or regional leadership, as applicable.
- Support approved corrective actions such as card suspension, limit reduction, payroll recovery, or targeted communication.
- Maintain trackers showing pending actions, employee responses, manager follow-ups, aged amounts, and resolution status.
- Proactively highlight cases that may affect close, reimbursement, card settlement, audit compliance, or reporting accuracy.
6. Month-End Close and Accounting Support
- Support timely T&E month-end activities, including expense-report processing, accrual preparation, card reconciliations, employee receivable tracking, and posting-failure resolution.
- Review pending and unsubmitted expense transactions for potential accrual or reporting impact.
- Coordinate with Accounting and regional Finance teams to provide required T&E data within close timelines.
- Monitor approved reports pending financial posting and ensure exceptions are investigated and resolved.
- Support correct expense-type, general-ledger, cost-center, project, legal-entity, and tax classification.
- Prepare schedules, reconciliations, and supporting evidence required for month-end review and audit.
7. Reporting, Analytics and Controls Monitoring
- Prepare operational and compliance reporting covering volume, ageing, turnaround time, card transactions, personal expenses, policy exceptions, overdue submissions, failed postings, and query trends.
- Analyze T&E data to identify recurring policy breaches, control gaps, unusual categories, high-value transactions, duplicate claims, weak business purpose, and unsupported spending.
- Review catch-all or higher-risk categories such as Miscellaneous, Undefined, Project Materials, IT Supplies, Contractor Services, and personal card use.
- Produce concise management insights, root-cause analysis, and recommended corrective actions.
- Use Excel, Power BI, Concur reporting, and available analytical tools to improve visibility and decision-making.
- Ensure identified risks are followed through to corrective action, policy clarification, system improvement, or employee communication.
8. Employee Helpdesk and Stakeholder Support
- Act as a senior point of contact for employees and approvers on expense submission, reimbursement, corporate card, travel, receipt, policy, and system queries.
- Provide clear, accurate, timely, and professional guidance based on documented policy and process.
- Investigate complex or sensitive cases by gathering facts, reviewing evidence, and consulting the appropriate stakeholders.
- Coordinate with HR, Payroll, Tax, Procurement, Legal, IT, Controllers, and Mobility when a matter falls outside standard T&E policy.
- Participate in employee query hours, process clinics, and awareness sessions.
- Track recurring questions and recommend improvements to policies, FAQs, job aids, Concur configuration, or employee communications.
9. Training and Knowledge Management
- Serve as a subject matter expert on SAP Concur, corporate cards, expense-report audit, and applicable T&E policies.
- Train new team members on process steps, audit requirements, exception handling, system usage, and escalation procedures.
- Deliver or support employee and manager training on expense submission, receipt requirements, business-purpose standards, card use, and policy compliance.
- Develop and maintain SOPs, audit checklists, desk procedures, training materials, FAQs, standard communications, and quick-reference guides.
- Keep process documentation aligned with current policy, system configuration, and operating practice.
- Proactively maintain process knowledge and seek timely clarification when ownership or interpretation is unclear.
10. Continuous Improvement and Automation
- Identify repetitive, manual, or error-prone activities and recommend process simplification or automation.
- Support automated reminders, exception reporting, audit rules, workflow controls, mandatory fields, employee certification, and approval validations.
- Participate in testing, deployment, and stabilization of T&E process and system enhancements.
- Support standardization of regional T&E processes while recognizing documented legal, tax, or local-policy requirements.
- Develop business cases and recommendations that balance compliance, workload, control coverage, and employee experience.
- Contribute to initiatives involving Concur enhancements, corporate-card controls, travel-request integration, reporting automation, and policy modernization.
Key Deliverables
- Accurate and timely completion of allocated expense-report audits.
- Reduction of pending and aged expense reports and corporate card transactions.
- Consistent and evidenced application of policy requirements.
- Timely resolution of Concur, posting, corporate-card, and employee-query issues.
- Complete documentation for audit, SOX, tax, and compliance review.
- Accurate month-end schedules, reconciliations, and close support.
- Actionable T&E compliance reporting and trend analysis.
- Updated SOPs, audit checklists, FAQs, and training materials.
- Documented improvement recommendations and successful implementation support.
Key Stakeholders
Global Accounts Payable and T&E leadership
Employees and expense-report approvers
Regional Controllers and Finance teams
HR, Payroll, Tax and Global Mobility
Procurement and Travel-program teams
SAP Concur and IT support teams
Corporate card providers and banking partners
Internal Audit, External Audit and SOX teams
Travel agencies and approved service providers
Qualifications and Experience
Education
- Bachelor’s degree in Commerce, Accounting, Finance, Business Administration, or a related discipline.
- Relevant professional certification or advanced finance qualification would be advantageous.
Experience
- Relevant experience of8+ yearsin Travel & Expense operations, expense audit, corporate card administration, Accounts Payable, employee reimbursements, or finance shared services.
- Hands-on experience with SAP Concur Expense is strongly preferred.
- Experience supporting global or multi-region processes is preferred.
- Exposure to SAP S/4HANA, corporate card portals, banking platforms, ServiceNow, Power BI, or similar systems would be advantageous.
- Experience with internal controls, statutory audit, SOX, tax documentation, or compliance review is desirable.
Technical Skills
- Strong working knowledge of SAP Concur Expense.
- Good understanding of Travel & Expense and Corporate Card processes.
- Strong Microsoft Excel skills, including data analysis, reconciliations, pivots, lookups, and exception reporting.
- Working knowledge of ERP accounting concepts, general-ledger coding, cost centers, legal entities, tax considerations, and financial posting.
- Ability to analyze large datasets and convert findings into concise operational and compliance insights.
- Familiarity with Power BI, reporting tools, workflow systems, or automation would be beneficial.
Our Culture
At Fluence, our culture is the foundation that drives our ambitious growth strategy and fuels our mission to transform the future of energy. Our core cultural pillars empower us to innovate, collaborate, and lead with purpose, ensuring we continue to deliver unparalleled value to our customers and the world.
Unleash Voices
We believe every voice matters. We encourage openness, active listening, and decisive action to create a culture where everyone has the opportunity to contribute to our success. We foster an environment where diverse perspectives are heard and valued, driving innovation and progress.
Customer Fluent
Our customers are at the heart of everything we do. We’re committed to delivering exceptional value that exceeds expectations by understanding our customers' needs and adapting swiftly to meet them. Our deep focus on customer satisfaction drives us to continuously improve and innovate.
Infinite Impact
We are committed to creating the impossible. We push boundaries to deliver sustainable, game-changing solutions that shape a brighter, more energy-efficient future for all. Our team is passionate about making a lasting impact that will resonate for generations to come.
All In
We are all in for growth. Our teams are relentlessly focused on identifying and seizing opportunities that propel us forward. We embrace an ownership mindset, pushing ourselves and each other to accelerate progress and create lasting success.