Intuitive Surgical Careers

Travel & Expenses (T&E) Analyst

Vaud, Switzerland

Job Description

Job: Administration
Primary Location: Switzerland-Vaud
Schedule: Full-time
Requisition ID: 181831


Position’s Objective & Summary:
The T&E Analyst has the responsibility of administrating and managing the expense reimbursement and travel processes to ensure cost efficiency and compliance to policies and guidelines and provide support to all employees within EMEIA-LACA area.
Roles & Responsibilities:
Expenses reporting
  • Maintain and update the T&E policy whenever necessary and control its strict application at all time.
  • Ensure the availability, integrity, regular processing, compliance, relevant reporting, internal controls and continuous improvement of the Expense reimbursement processing function.
  • Monitor and analyze T&E expenses, develop tools and processes for extensive analysis and reporting.
  • Manage exhaustive review of expense reports with support of the shared service center in Mexico and implementation of audit solution (Appzen).
  • Coordinate customer service, recurring communication to employees and implements training initiatives
  • Manage relationship with external vendor (Concur).
  • Support accounting close by providing accruals amount to Accounting team and reconciling expense transit accounts.
    Corporate cards administration
  • Responsible for overall administration of corporate credit card: accounting uploads, timely payment to the bank in order to avoid account credit block, manage credit limits (globally and individually).
  • Manage relationship with corporate card vendors.
  • Verify, process and prepare the reports and accounting uploads.
  • Provide support to employees regarding corporate credit cards issues such as credit limit, lost/stolen cards and fraud.
    Travel management
  • Manage relationship with the travel agency (CT) team to make sure adequate solutions are offered to business travelers while still adhering to the company policy.
  • Provide direction for booking travel arrangements including air, hotel, and ground transportation, provide Travel authorization and approve any booking over limit (iApprove).
  • Track and escalate Travel agency booking errors and employee complaints, ensuring that issues are permanently fixed.
  • Ensure company travel agent provides with proper analytical reports.
  • Work closely with company travel agent and provide support for the signing of corporate contracts, loyalty and reward programs (hotel, Air Company).
  • Manage claims with our travel insurance (AIG)
  • Back up of the Benefits administrator for the car fleet management
  • Handle and manage project and provide support the Finance department when requested
  • Create and maintain desk procedure documentation

Required Knowledge, Skills, and Experience:
  • Bachelor’s degree in business/finance related fields or equivalent education
  • Minimum of 5  years of experience in T&E
  • English, French fluent
  • Demonstrated project management skills
  • Outstanding IT tools expertise
  • Strong knowledge of CONCUR
  • Ability to take decision and  solve problems effectively and efficiently
  • Analytical and process improvement skills
  • Ability to evolve in a fast growing and changing environment, flexibility
  • Team player excellent interpersonal skills and service orientation

Preferred Knowledge, Skills, and Experience:

  • Experience of 10 years in compliance with similar project management, investigation work
  • Training skills
  • Experience with CONCUR (or related software), SAP experience preferred
  • Any other EU language is a plus, Spanish a plus