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Travel & Expense Co-ordinator

Job Description
Do you have knowledge of HMRC travel regulations? Have you had experience in travel expense processes coupled with excellent interpersonal and organisation skills? This role is responsible for ensuring the accurate and timely processing of travel expense claims for Northrop Grumman UK employees, working directly with employees and management team members, as well as peers within the Travel Services and Accounting team. 
Different thinking for a Different world
Northrop Grumman is involved in a range of future game-changing defence and security programmes. Whether this is as a partner in the F-35 Lightning II providing the aircraft with much of its situational awareness and communications, as a leading specialist in large intelligence datasets, as a pre-eminent provider of High Altitude Long Endurance unmanned aircraft systems, or as the ‘go to’ provider for truly open system architectures for battlespace networks, communications, and command and control, Northrop Grumman has an unparalleled reputation as an innovator. 


How you will make a difference

Key Responsibilities

  • Lead for the UK delivery of Travel Services in the UK
  • Perform a variety of tasks related to travel accounting, including processing business travel expense reports in the Concur system, ensuring compliance with company procedures/manuals, government restrictions and HMRC regulations
  • Support internal systems testing ensuring software and operational changes meet regional requirements
  • Undertake expense reconciliations
  • Act as the travel expense subject matter expert to Northrop Grumman UK employees
  • Provide guidance and support to employees regarding compliance with company procedures and manuals, government restrictions and HMRC regulations addressing queries in a timely manner
  • Co-develop e-methods to provide access to travel expense training for new starters and existing employees, ensuring the training material remains appropriate and in line with any developments in process, fiscal rules and system enhancements
  • Provide designated Corporate Credit Card administration services, escalating service issues to the Corporate Credit Card provider and ensure timely, complaint resolution
  • Review traveller trip itineraries to ensure UK employees continue to booking appropriately in compliance with company procedures and manuals, and notify employees and their managers of exceptions, escalating unresolved issues as appropriate
  • Manage incidents were company policy is not being adhered to for bookings, and escalate unresolved issues as necessary
  • Responsible for updating the SharePoint intranet travel website for UK employees as required
  • Undertake any other reasonable tasks as requested
General Operational duties
  • Attend EMEA Operations team meetings as required
  • Remain compliant with all applicable ES Processes and procedures

Competency/Skill requirements

  • Adept at problem-solving
  • Proven organisation and priority-setting skills
  • Excellent communication and presentation skills
  • Able to achieve results whilst executing multiple projects simultaneously within deadlines
  • Good analytical capability
  • Strong on process and data management
  • A self-starter able to perform in a high volume, fast-paced environment
  • Excellent interpersonal skills, able to engage effectively with all stakeholders
  • Proficient in Microsoft Excel, Word and PowerPoint
  • Able to stay calm under pressure
  • Excellent attention to detail
  • Extensive knowledge of HMRC travel & subsistence rules
  • Excellent understanding and application of GDPR
Person Specification 
Essential Qualifications/Experience
  • A-Levels and post-qualification experience in accounting
  • Track record of working with and processing global exchange rates
  • Extensive experience in delivering excellence in customer service 
  • Proven track record of travel accounting 
  • Experience in dealing with policy compliance
  • Evidenced successful development of test plans for system scenarios testing
  • Extensive experience in complying with GDPR legislation
  • Successful experience of designing and delivering end-user training course
Preferred Qualifications/Experience
  • Proficiency in Microsoft Dynamics
  • Proficiency in Microsoft Excel & PowerPoint
  • Expense report auditing background
  • Advanced user of Concur Travel & Expenses System
  • Experience in training individuals & groups
 Other requirements
  • Travel requirements:  Occasional UK travel to attend meetings, training activities and conferences, and undertake project activities. Full UK driving license and passport holder. May be required to travel overseas from time-to-time

  • Clearance requirements: The post-holder must be able to hold and maintain UK Government clearances