Global Travel and Expense Specialist

About Quint

Quint is the industry-leading provider of official ticket and hospitality packages to many of the worlds most prominent sports and entertainment events. Based in Charlotte North Carolina with offices in six countries Quints global footprint and proprietary technology platform continue to be the foundation of their exponential growth. Quints innovative programs enable partnership properties to expand fan experiences and corporate client entertainment opportunities in a way that reflects the quality and prestige of those brands. Quint has a portfolio of 15 official property partnerships servicing over 90 events including Formula 1 NBA Kentucky Derby MotoGP Breeders Cup Belmont Stakes and the NHL.

About the Role

The position is available in our Charlotte USA or London UK office depending on the candidates location.

As the Global Travel and Expense Specialist your contribution to the organization will be to ensure operational success by overseeing day to day operations needs with a focus on proactively identifying areas for improvement and ensuring the efficient execution of reporting tasks.

Achieving this will require:

• Self-driven curiosity and initiative to learn our department company and event intricacies as well as existing systems technology and processes.
• Thriving in an ever-changing collaborative team environment.
• Proactively establish cultivate and maintain relationships with key stakeholders to enhance collaboration and achieve goals.
• Support relationship building that aligns with the companys strategic goals and work collaboratively with other teams to capitalize on these opportunities.
• Manage multiple projects and responsibilities simultaneously without compromising on quality or deadlines.

Performance will be evaluated on:

• Accuracy and timeliness of work completion
• Consistency in collaborating and supporting the global team.
• Program deliverables meet or exceed standards
• Effective incorporation of feedback from evaluations and subsequent action plans as appropriate.

Core Responsibilities

Proactively Identify and address improvement opportunities

• Continuously assess and analyze workflow and system to improve. Propose and implement solutions to improve operational efficiency and effectiveness.
• Regularly review current administrative procedures and systems across the operations department providing recommendations for optimization and ensuring they meet organizational needs.
• Support the implementation of new processes or tools by assisting with training and knowledge sharing among team members to ensure smooth implementation.
• Documenting and distributing meeting minutes as requested
• Take ownership of the Accounts Payable Automation Platform (Yooz) collaborating with internal stakeholders to become the subject matter expert on how the Operations team utilize the platform.

Manage Reporting Tasks

• Enhance Reporting Process by regularly reviewing and refining the process to allow for insights to be clearly defined by stakeholders.
• Manage event approvals calendars non- operational travel and the management of other Microsoft forms.
• Prepare and submit detailed shipping reports for Accounting including data from DHL FedEx and UPS ensuring all shipping activities are accurately documented and billed.
• Send out domestic post-event surveys in a timely manner ensuring all feedback is collected and compiled for further analysis and reporting.
• Oversee the management and assignment of tasks within the Helpdesk (Genuity) platform ensuring all activities are tracked and completed efficiently.

Travel and Expense Reporting

• Manage flight bookings process as needed for Operations teams ensuring that travel arrangements align with event schedules and budgetary constraints in conjunction with the Sr. Travel and Expense Manager.
• Create and maintain Non-Operational Travel forms and manage the associated Trello board ensuring all non-operational travel is tracked and approved in line with company policies.
• Manage and send reminders for the expense tracker ensuring all expenses are documented and reported accurately in a timely manner.
• Take ownership of additional tasks and reporting as assigned.

Requirements

Education and Experience

• Bachelors degree in Event Management Business Administration or a related field
• Proven experience in event operations administration or a similar role.

Interpersonal Skills and Traits

• Strong analytical skills with a proactive approach to problem-solving and process improvement.
• Excellent organizational and time management skills with the ability to manage multiple tasks and priorities effectively.
• Proficiency in Microsoft Office Suite (Word Excel PowerPoint) CRM and expense reporting software.
• Experience with Yooz Amex Ovation and Genuity systems would be a plus.
  
• Strong communication and interpersonal skills with the ability to work collaboratively with diverse teams and stakeholders.
• Attention to detail and a commitment to maintaining high standards of accuracy in reporting and documentation.

Physical

• Prolonged periods sitting at a desk and working on a computer.
  
• Full time in-person based in the Charlotte NC office or London UK office.
• Eligible to work in the United States or the UK

Required Experience:

Manager