Expense & Card Reconciliation Specialist

About the role

The Expense & Card Reconciliation Specialist is responsible for the end-to-end administration of the company purchasing card (P.Card) and expense reimbursements programs. This role ensures timely issuance, maintenance, compliance monitoring, and ongoing support for field operations, franchise operators, Regional Managers, and internal departments. The Specialist mitigates financial and compliance risks by ensuring all P.Card activities adhere to company policy, approval workflows, and audit standards.

Responsibilities

• Manage issuance of new Purchasing Cards (P-Cards) for new store openings, store takeovers, store transfers, and newly appointed Regional Managers, as well as deactivation/cancellation for lost or stolen cards, employee or franchisee terminations, etc.
• Facilitate card setup under the correct operator code and ensure accuracy of cardholder data, adherence to internal controls including operator code validation, IT access coordination, and system enablement for multi-store users.
• Provide timely, accurate support for P-Card inquiries such as shipping status, acceptance limitations (e.g., state permit payments), chargeback processes, and issue resolution, acting as a central liaison between franchisees, field operations team, and cross-functional departments (e.g., supply chain, franchise relations, franchise sales, marketing).
• Enforce policy compliance through documented controls, reviews, and corrective actions, such as identification and escalation of out-of-policy purchases or suspicious charges, and intervene proactively to reduce financial exposure.
• Enforce documentation standards including receipt retention and expense justification, and escalate repeated violations to Accounting leadership and Operations management.
• Manage and address increased volume of P-Card inquiries and transactions during month-end due to card rollovers, and generate routine and ad-hoc reports on P-Card transactions, expense trends, and policy compliance.
• Perform monthly reconciliation of P-Card transactions to the general ledger, ensuring completeness and accuracy.
• Review and validate merchant coding, GL allocation, and department tagging for card transactions.
• Investigate and resolve unreconciled balances, missing receipts, and unmatched transactions.
• Coordinate with accounting during month-end close to ensure all P-Card expenses are properly accrued and recorded, and provide reporting to Accounting, Operations, and Finance leadership.
• Maintain reconciliation documentation and audit-ready support for external auditors.

Skills

• Organizational Skills: Manages high volume of tasks efficiently.
• Communication: Clear, professional, and responsive support to internal teams.
• Risk Awareness: Identifies red flags and escalates appropriately.
• Process Ownership: Manages end-to-end workflows with minimal oversight.
• Customer Focus: Provides timely, accurate assistance to store-level users.

Requirements

• 2–4+ years’ experience in accounting, compliance, financial operations, or card program administration.
• Experience in multi-unit retail, franchise operations, or store support functions.
• Familiarity with compliance monitoring, fraud detection, or risk mitigation.
• Experience coordinating cross-functional processes involving IT, Accounting, and Operations.
• Strong attention to detail with high accuracy in data entry and recordkeeping.
• Excellent customer service skills with the ability to support field teams and franchisees.
• Ability to manage high-volume, time-sensitive workloads.
• Proficiency in card management systems (e.g., Ramp or similar).
• Strong problem-solving and critical thinking skills.

Physical Requirements

• Prolonged periods of sitting at a desk and working on a computer.
• Ability to travel to various facilities for audits and inspections.

Work Environment

Office environment with occasional visits to facilities, both local and domestic. This position is not remote and requires on-site attendance.