Expense Tracking Specialist

Overview

This role supports relocation client accounting and expense tracking, along with payroll tax compliance activities. Responsibilities include processing expense payments and reimbursements per policy, handling invoicing and cash application, providing client and internal reporting, and assisting management with ongoing projects.

Responsibilities

Payroll tax “gross-up” and related compliance

• Perform assigned tasks supporting client payroll tax “gross-up” functions (20-30%).
• Set up and maintain system tax policy records for new client implementations.
• Set up system tax information on new initiations.
• Perform regular wage and tax imports/exports.
• Assist in reconciling HSR system data to client payroll data on a regular basis.
• Run tax “gross-up” functions for clients per the agreed-upon schedule.
• Provide payroll/tax reporting as required.
• Assist in the year-end tax process, including maintaining proper cut-offs, final “gross-up” and true-up, posting to the system, communication to client payroll, and production and distribution of year-end worksheets and relocation tax reports (RTRs).

Relocation expenses

• Process relocation expenses (20-30%).
• Audit relocation expense reports and vendor bills per client policy and internal procedures.
• Determine if expenses are taxable or excludable.
• Prepare vouchers, code, and enter expenses.
• Maintain client and transferee information in a database.
• Generate A/P reports and process payment requests.
• Set up and maintain vendor records.
• Support relocation consultants as required.

Client billing and collections support

• Generate client billing (10-15%).
• Generate invoices for clients and distribute.
• Resolve billing issues with clients.
• Maintain billing information in a database.
• Assist in collections reporting and communication.

Cash posting and application

• Perform cash posting and application (5-10%).
• Forward checks received to lockbox.
• Post receipts to appropriate account or referral database.
• Process vendor referrals and complete regular audits to ensure receipt.

Reporting preparation and distribution

• Prepare and generate regular reports for clients.
• Maintain and produce regular internal reports for management and staff.
• Perform daily ABAD process ensuring accuracy and compliance.

Other duties

• Perform additional responsibilities as requested or assigned (0-5%).
• Prepare Cost of Living Analyses (COLAs).

Performance Expectations

• Meet performance and behavior expectations outlined in the company performance appraisal form or communicated by management.
• Perform responsibilities as directed, achieving desired results within expected time frames and with a high degree of quality and professionalism.
• Establish and maintain positive and productive work relationships with staff, customers, and business partners.
• Demonstrate behavioral and technical competencies necessary to complete job responsibilities; take personal initiative for technical and professional development.
• Follow HR Policy, the Code of Business Conduct, and all subsidiary and department policies and procedures, including protecting confidential information, attending work punctually and regularly, and following good safety practices.

Qualifications

Education

• Associate degree in business, accounting, or equivalent knowledge and experience.

Experience

• Two to five years’ experience in relocation or payroll tax preferred.

Knowledge and Skills

• Strong computer skills, including proficiency in spreadsheet and database applications.
• Strong math skills.
• Excellent oral and written communication skills.
• Effective interpersonal skills and a customer service focus.
• Ability to prioritize and handle multiple tasks and projects concurrently while meeting deadlines.
• Integrity, self-motivation, organized, and detail oriented; ability to work independently and as part of a team.
• Analytical and problem-solving ability with decision-making skills.

Preferred Qualifications

• Real Estate License
• Certified Relocation Professional (CRP)
• Global Mobility Specialist (GMS)

Compensation & Benefits

• Hourly wage: $21.25 - $28.37; actual wage based on education and experience.
• Incentives: Potential for formulary incentive plan based on financial results.
• Benefits: Full suite of benefits including Medical, Health Savings Account, Dental, Vision, Life Insurance, Paid Vacation (PTO), 401(k) with employer match, Flexible Spending Account, and Employee Assistance Program (EAP).

Equal Opportunity

Equal Opportunity Employer.