Manager, Travel & Expense

Responsibilities

• Own and manage company-wide travel program and policy.
• Administer Concur Travel & Expense system.
• Oversee U.S. Bank corporate card program; RFP program with new banks and implement decision.
• Maintain and optimize preferred vendor relationships (air, hotels, Enterprise rental, etc.); negotiate and execute contracts.
• Monitor travel spend trends and recommend cost-saving initiatives.
• Ensure negotiated contracts are leveraged effectively.
• Expense & Compliance Oversight:
• Ensure timely and compliant expense submission and approval processes.
• Own Company’s T&E and corporate card polies and T&E SharePoint.
• Monitor adherence to company T&E policy.
• Partner with Compliance to support HCP spend transparency requirements.
• Identify policy gaps and recommend updates aligned with commercial growth.
• Lead internal audits and reporting related to T&E activity.
• HCP & Commercial Support:
• Coordinate and oversee HCP travel logistics in partnership primarily with Medical Affairs and Commercial teams.
• Support national and regional sales meetings, including room block management and group travel coordination.
• Ensure Sunshine Act and transparency reporting alignment where applicable.
• Systems & Process Optimization:
• Drive continuous improvement of Concur workflows and reporting.
• Implement automation where possible.
• Develop KPI dashboards (spend per rep, approval cycle times, policy exceptions, etc.).
• Improve employee experience while maintaining strong controls.
• Scaling & Governance:
• Build scalable processes to support growth from 50 to 250+ sales representatives.
• Evaluate staffing needs as volume increases.
• Reduce reliance on manual work and external coordination.

Requirements

• 5+ years’ experience in travel & expense management, preferably in biotech, pharma, or other regulated industry.
• Experience supporting commercial field organizations.
• Strong knowledge of Concur Travel & Expense.
• Experience managing corporate card programs.
• Familiarity with HCP compliance requirements and transparency reporting.
• Experience negotiating and managing vendor contracts.
• Strong financial acumen and analytical skills.
• Ability to operate cross-functionally with Sales, Compliance, and Finance.
• High attention to detail with strong operational discipline.
• Preferred: Strong in financial controls and compliance, Comfortable supporting field sales organizations, Service-minded but firm on policy, Data-driven and improvement-focused, Able to scale systems without adding unnecessary complexity.