Concur T&E Administrator – 12 Month Fixed Term Contract
At IVC Evidensia, we are a leading veterinary services provider in Europe and North America with more than 2,500 clinics and hospitals across 19 countries and around 42,000 employees. We aim to have an extraordinary impact on animal lives, supporting in the region of 25,000 animals every single day across our international network. IVC Evidensia exists to champion the long‑term health and welfare of animals and deliver our purpose of Healthy Animals, Happy Owners.
Reporting to the Travel & Expenses Lead and working within Global Business Services, the Concur T&E Administrator is responsible for the day‑to‑day administration, configuration and continuous improvement of SAP Concur (Expense and, where applicable, Travel). The role ensures the platform supports policy compliance, accurate and timely expense processing, and a positive end‑user experience across the business.
Acting as the functional subject matter expert for Concur, you will triage and resolve incidents and requests, manage system configuration, coordinate testing and releases, and work with Finance, HR, IT and third‑party providers to maintain stable integrations and high‑quality data.
You will ensure queries are handled within agreed SLAs, maintain clear user guidance, and proactively identify opportunities to simplify the expense journey and reduce avoidable rework.
Key Accountabilities / Responsibilities
* Provide 1st‑line functional support for Concur T&E, triaging and resolving incidents/requests within agreed SLAs; elevate and communicate progress to users.
* Administer and configure Concur (expense types, approval flows, audit rules, policies, user groups, cost objects, payment types, VAT/tax settings, mobile settings) in line with business requirements and controls.
* Maintain user access and profile data governance, working with HR/IT to support joiners/movers/leavers and segregation of duties.
* Support month‑end and operational finance processes by ensuring accurate expense routing, coding and data quality; investigate and resolve posting/reconciliation issues.
* Coordinate testing and release activities: replicate issues in non‑production environments, define test scenarios, execute/coordinate UAT, document outcomes and support go‑live readiness.
* Produce and maintain reports/dashboards (standard and ad‑hoc) to monitor compliance, adoption, exception trends and service performance; provide insights and recommendations.
* Create, maintain and continuously improve knowledge articles, training materials and end‑user guidance; contribute to onboarding and refresher training.
* Work with third‑party support partners and vendors via ticket portals, managing cases to resolution and maintaining clear audit trails.
* Identify and deliver continuous improvement opportunities to reduce ticket volumes, streamline processes and improve user experience (including automation).
* Highlight major incidents and business‑impacting risks to the Travel & Expenses Lead, supporting effective stakeholder communications and prioritization.
Experience / Qualifications
Essential
* Hands‑on administration experience of SAP Concur Expense (and ideally Travel), including configuration and support.
* Strong understanding of end‑to‑end expense processes (policy, approvals, audit, reimbursement, corporate cards) and associated finance controls.
* Experience working to SLAs in a service environment, using a ticketing/call logging tool and maintaining high‑quality case notes.
* Ability to translate business requirements into system changes, assess impact, and produce clear user communications.
* Analytical problem‑solving skills, including root‑cause analysis and trend identification.
* Confident stakeholder management with Finance, HR, IT, third parties and senior colleagues; excellent written and verbal communication.
* Good working knowledge of Excel and reporting; comfortable handling and interpreting operational data.
Desirable
* Experience with Concur integrations (e.g., HR feeds, card feeds, finance/ERP posting).
* Experience with VAT/tax configuration, and/or global/multi‑country rollouts.
What We Offer
* Competitive base salary
* Work‑life balance
* 26 days annual leave
* Cycle to Work scheme
* Initiatives focused on employee wellbeing
* Pension
* Discretionary Bonus
* Discounted staff pet care
* Dog Friendly office
* Free parking at Head Office
EEO Statement
As a BAME and LGBTQ+ inclusive employer we welcome applicants from all minority and diverse groups. As a Disability Confident Employer we welcome applicants with disabilities and long‑term health conditions and will discuss reasonable adjustments as needed. We are committed to diversity, equality, inclusion and belonging.
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