House Of Edtech
Website:
houseofedtech.in
Job details:
Travel & Expense Executive - Finance & Operations
Role Overview
We are looking for a detail-oriented and highly responsible
Travel & Expense Executive to manage employee travel arrangements and expense reimbursements.
The role will involve handling employee
flight and train bookings, hotel bookings, travel reimbursements, and other employee expense claims, while ensuring that all claims are properly documented, verified, and processed as per company policies.
The ideal candidate should be highly organised, comfortable working with numbers and spreadsheets, and have a strong sense of
integrity, confidentiality, and attention to detail.
Position Details
- Employment Type: Full-Time
- Experience: 1-3 years preferred
- Education: Graduate in any discipline
- Location: Kolkata - Work From Office
- Compensation: Up to 3 LPA, based on skills and experience
- Work Days: 6 Days/Week, Sunday off
- Work Hours: 11:00 AM - 8:00 PM
Key Responsibilities
- Travel Booking & Management
- Manage employee flight and train ticket bookings for business travel.
- Coordinate hotel bookings based on business requirements and company policies.
- Handle booking cancellations, modifications, rescheduling, refunds, and booking reconciliations.
- Compare available travel options based on cost, timing, convenience, flexibility, and business requirements.
- Maintain accurate records of all travel bookings, cancellations, modifications, refunds, and related expenses.
- Reimbursement Operations
- Manage the complete reimbursement lifecycle from submission to verification, approval, payment coordination, and closure.
- Process and maintain records of employee travel and other expense reimbursements.
- Review reimbursement claims and supporting documents for completeness, accuracy, and policy compliance.
- Ensure reimbursements are processed only after obtaining the required approvals.
- Track pending, approved, processed, and closed reimbursement claims.
- Coordinate with employees and managers to resolve reimbursement-related queries and documentation gaps.
- Invoice & Expense Verification
- Verify the authenticity and validity of invoices, bills, receipts, and supporting documents.
- Identify duplicate claims, incorrect bills, discrepancies, unsupported expenses, or suspicious documentation.
- Ensure submitted expenses comply with defined reimbursement guidelines and approval limits.
- Escalate discrepancies or questionable claims for appropriate review.
- Finance Coordination
- Coordinate with Accounts and Finance teams for reimbursement payouts, vendor invoices, and reconciliations.
- Share verified and approved reimbursement details with the Finance team for timely processing.
- Coordinate on vendor invoice verification, payment status, and outstanding settlements.
- Assist with travel and expense reconciliations and resolve discrepancies.
- Maintain proper documentation and records required for Finance and management review.
- Travel Cost Optimisation & Vendor Negotiation
- Proactively identify cost-effective travel and accommodation options while maintaining appropriate standards of quality, safety, and convenience.
- Compare available flights, trains, hotels, routes, timings, and booking options to achieve the best overall value for the company.
- Negotiate with travel agencies, hotels, and other travel partners for competitive corporate rates, discounts, and favourable commercial terms.
- Build and maintain relationships with reliable travel vendors and identify opportunities for corporate tie-ups and preferred rates.
- Explore alternative booking options and vendors instead of relying only on standard platforms or quoted rates.
- Track travel spends and identify opportunities to reduce recurring costs without compromising employee travel experience or business requirements.
- Exercise strong commercial judgement while balancing cost, quality, location, timing, flexibility, and company policy.
- Policy & Process Management
- Assist in drafting, implementing, and maintaining travel and reimbursement policies.
- Define and maintain applicable approval limits and eligible reimbursement amounts.
- Ensure employees and stakeholders follow established travel, expense, and reimbursement policies and processes.
- Identify process gaps and recommend improvements for better control, efficiency, transparency, and compliance.
- Reporting & Record Management
- Maintain accurate and up-to-date records of travel bookings, expenses, reimbursements, approvals, refunds, and vendor transactions.
- Prepare regular expense reports and MIS for management review.
- Maintain tracking sheets using Microsoft Excel and Google Sheets.
- Track travel spends, reimbursement status, vendor payments, and outstanding items.
- Ensure all records and supporting documents are properly organised and readily available for review.
- Stakeholder & Vendor Coordination
- Coordinate with employees, reporting managers, Accounts/Finance teams, hotels, travel agencies, ticketing providers, and other vendors.
- Follow up on pending approvals, bookings, claims, refunds, payments, and documentation.
- Resolve travel and expense-related operational issues in a timely manner.
- Maintain professional relationships with key travel and accommodation vendors.
- Confidentiality & Financial Control
- Maintain strict confidentiality of employee and company financial information.
- Handle sensitive financial documents and reimbursement data responsibly.
- Maintain high standards of accuracy, integrity, and financial discipline.
- Support controls that minimise errors, misuse, duplicate claims, and unauthorised expenses.
Required Skills & Qualifications
- Graduate in any discipline.
- 1-3 years of experience in travel coordination, expense management, finance operations, administration, or a similar role.
- Strong working knowledge of Microsoft Excel and Google Sheets.
- Good understanding of expense tracking, invoice verification, reimbursements, and documentation.
- Strong attention to detail and numerical accuracy.
- Good organisational, coordination, and follow-up skills.
- Strong communication and interpersonal skills.
- Ability to identify inconsistencies and verify supporting documents.
- Comfortable coordinating with employees, managers, and external vendors.
Key Personal Attributes
- High integrity and strong ethical standards.
- Detail-oriented and process-driven.
- Responsible and trustworthy.
- Good judgement and verification skills.
- Strong ownership and accountability.
- Comfortable handling sensitive financial information.
- Ability to work independently and maintain accurate records.
What We Offer
- Opportunity to work closely with the Finance & Operations function.
- Exposure to travel management, employee expense management, and policy development.
- Opportunity to build and improve internal reimbursement processes.
- Growth opportunity within a fast-paced organisation.
About Be10X
At be10X (Goenka Kachave LLP), we don't just teach AI - we turn it into a career weapon. We're an AI upskilling platform built to help working professionals unlock faster promotions, bigger salary hikes, sharper productivity, and career breakthroughs they didn't think were possible yet.
Founded by IIT Kharagpur alumni Aditya Goenka and Aditya Kachave, we've rewritten the career trajectories of over 5 million learners through cutting-edge programs spanning AI, Finance, Data, Product, and Business.
And we're not just growing - we're scaling fast. A profitable, fully bootstrapped organization with INR 500+ crore in annual recurring revenue, a 2,500+ member team, and 15 offices across Pune, Bengaluru & Kolkata, we're one of India's - and the globe's - fastest-growing EdTech organizations.
Click on Apply to know more.