Manager, Travel and Expense

Finance/Accounting Waltham, Massachusetts


Position Summary:

The Manager will ensure that employees have the information necessary to make sound travel and expense decisions and to ensure user satisfaction. The role reports to the VP, Finance, and will be responsible for ensuring execution of corporate travel and expense program in accordance with the Company vision and company culture. In this newly created role, we’ll require a driven individual who is experienced working for a global organization and has managed travel and expense, creating scale, driving strategic travel relationships and delivering on expenses to meet company targets. This position will be responsible for the planning, development and direction of operations for the company's travel policies and services. You will administer and monitor the travel policies, guidelines and budget to deliver efficient travel arrangements.

Key Responsibilities Include:

  • Manage the global corporate travel program, online booking tool, travel management company and expense report system
  • Manage the day to day operations of the Concur Expense Reporting system including audit, service administration
  • Provide customer support to all levels of Concur system end-users daily assisting with real-time declining transactions, concur system training, etc.
  • Review and approve custom travel and expense reporting requests for accuracy prior to distribution
  • Provide reporting inclusive of spend, travel metrics for in-policy/out-of-policy compliance, plus volume trends along with exception reporting, budgeting and forecasting
  • Oversee the management of unused tickets to minimize expiration's and lost values
  • Monitor air, hotel and ground reports to identify travel policy non-compliance instances and communicate with non-compliant travelers and their managers
  • Ensure resolution of all travel and expense queries and tickets with internal and external stakeholders
  • Create a travel dashboard for senior executives detailing spend and compliance to policy
  • Prepare monthly budget and utilization reports
  • Ensure accurate audit of expenses to minimize fraud and ensure compliance to the Company policies and regulatory requirements
  • Enhance automation and compliance with all travel arrangements and programs
  • Provide input to global travel, expense and meetings policy to adjust to changing business needs and industry trends
  • Assist in establishing operation goals and plans to ensure continuous improvement in travel, expense and meetings program. Collaborate with VP, Finance and internal business units to craft and execute program strategies and to identify and implement continuous improvement recommendations
  • Oversee administration of Concur Travel & Expense system configuration
  • Design and maintain process overview flowcharts and documentation
  • Offer global travel and expense training program that includes training sessions, user guides and videos
  • Maintain strong knowledge of travel and expense industry including trends
  • Support employee expense reimbursement program (initially)
  • Assume other duties and responsibilities not specifically outlined herein, but which are logically and properly inherent to the position and can add value

Education, Registration & Certification:

  • Bachelor’s degree in Business, Finance or Accounting


  • 5+ years of progressively responsible experience in a global travel role with both travel and expense management experience
  • Previous management experience
  • Demonstrated experience with SAP Concur T&E reimbursement system is required
  • Possess a thorough knowledge of expense data allowing for creation and presentation of scheduled and ad-hoc spend reports using the Concur Expense reporting tool
  • Biotech/Biopharma experience a plus
  • Other duties as required

Skills, Knowledge & Abilities:

  • Team player who is willing to support multiple areas of the business
  • Proficient in Microsoft Excel
  • Excellent interpersonal skills and strong customer service focus
  • Excellent judgment and creative problem-solving skill, including negotiation and conflict resolution skills
  • Good analytical skills to evaluate accuracy of data elements
  • Strong attention to detail
  • Comfortable working independently with supervision
  • Strong financial management capabilities
  • Highly organized and results driven
  • Superior written and oral communication skills and the ability to work with different levels of management

Personal Attributes Needed:

  • Ability to work under pressure and thrive in a fast-paced environment
  • Demonstrated integrity, respect, commitment to excellence, and collaboration skills
  • Ability to travel for site visits as required

Other Duties:

Please note this job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee for this job. Duties, responsibilities and activities may change at any time with or without notice. 

Physical Demands and Work Environment:

This is largely a sedentary role; however, some filing is required. This would require the ability to lift files, open filing cabinets and bend or stand on a stool as necessary.

This job operates in a professional office environment and routinely uses standard office equipment such as computers, phones, photocopiers, filing cabinets and fax machines.

Benefits and Perks:

Apellis offers a great benefit package which includes: health insurance with full premium coverage, 401K with company match, paid time off (PTO), long- term disability insurance, life insurance and more!  Visit to learn more.

Company Background:

We are a clinical-stage biopharmaceutical company focused on the development of novel therapeutic compounds to treat disease through the inhibition of the complement system, which is an integral component of the immune system, at the level of C3, the central protein in the complement cascade. We believe that this approach can result in broad inhibition of the principal pathways of the complement system and has the potential to effectively control a broad array of complement-dependent autoimmune and inflammatory diseases.

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EEO Statement: Apellis is an equal opportunity employer and complies with all applicable federal, state and local fair employment practices laws. Apellis strictly prohibits and does not tolerate discrimination against employees, applicants or any other covered persons because of race, color, religion, creed, national origin or ancestry, ethnicity, sex (including pregnancy), gender (including gender nonconformity and status as a transgender or transsexual individual), age, physical or mental disability, citizenship, past, current or prospective service in the uniformed services, genetic information, marital status, AIDS/HIV status, smoker/nonsmoker, and occupational pneumocononiosis or any other characteristic protected under applicable federal, state or local law.