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Vice Media
,
London, Greater London
T&E Specialist
Overview
Job Description
About VICE Media Group VICE Media Group is the world's largest independent youth media company. Launched in 1994, VICE has offices in 35 cities across the globe with a focus on five key businesses: VICE.com, an award-winning international network of digital content; VICE STUDIOS, a feature film and television production studio; VICE TV, an Emmy-winning international television network; a Peabody award-winning NEWS division with the most Emmy-awarded nightly news broadcast; and VIRTUE, a global, full-service creative agency with 25 offices around the world. VICE Media Groups portfolio includes Refinery29, the leading global media and entertainment company focused on women; PULSE Films, a London-based next-generation production studio with outposts in Los Angeles, New York, Paris and Berlin; i-D, a global digital and bimonthly magazine defining fashion and contemporary culture; and Garage, a digital platform and biannual publication converging the worlds of art and design. VICE x Team Based in our London office, the Finance department is a newly centralised shared services team for EMEA who play a busy and vital role within the VICE Media Group. Role x You As our Travel & Entertainment Specialist, you will oversee all aspects of the T&E, including daily operations, providing quality service to clients, and managing our vendor relationships with travel agencies and service providers. You'll be based in our London office and will report to the EMEA Accounts Payable Manager. Responsibilities * Oversee administration of Concur and travel & expense policy enforcement * Administer credit card programs * Manage vendor relationships and negotiations for hotel/air/car/etc. * Introduce enhanced ways of working to ensure all travelers have up to date profiles * Training on Concur for staff to ensure claims are made accurately and in a timely manner * Follow up with the business to ensure all claims are supported by valid receipts and are filed on time * Review/reconcile expense claims to ensure accurate charges to the correct departments & project codes * Ensure daily/weekly/monthly corporate credit card expense reconciliations * Ensure claims are pushed through from Concur to Netsuite on a daily basis * Ensure appropriate accounting and reconciliation of Cash Advances * Provide T&E monthly accrual information to the Finance Managers for the various entities * Liaise with HR to ensure all leavers have completed outstanding submissions on Concur * Liaise with VAT reclaim agencies to enable Vice to secure applicable VAT refunds * Lead Travel & Expense audits * Manage 3rd party agency in terms of documenting policy exceptions, obtaining travel rebates and credits, monitoring response times & service levels, and ensuring agents are trained on VICE policies * Review monthly spend report to identify savings opportunities * Ensure 3rd party travel agents are trained correctly and implementing vice policies and procedures Experience * Progressive travel & entertainment experience, comfortable working across entities and with 3rd party vendors * Deep knowledge of travel agency service offerings, Concur and NetSuite * Solid understanding of process and data workflows * Global travel experience at a large or mid-sized company * Strong Excel and analysis skills * Ability to work collaboratively within and across functions * Any European language skills is a plus You have these * Strong interpersonal and teaming skills * Flexible and adaptable based on changing needs and environment We'd love if you also had these * Ability to analyze and make recommendations to improve internal processes * Experience in a rapidly changing global business Working at VICE VICE prioritises the ideas and people that other media companies miss. We believe that innovation is a direct result of diverse, inclusive cultures and see it as essential to our staff, culture and business. To learn more read the VICE GUIDE TO VICE. VICE is proud to be an equal opportunity employer that strives to create and maintain a workplace that celebrates inclusion and diversity. At VICE, we understand that inclusion and diversity are major benefits to our employees, our readers and viewers, and our company culture. VICE requires that all employees have proper authorisation to work in the UK. Should an applicant require employment sponsorship, VICE will determine, in its sole discretion, whether such sponsorship will be provided.