Travel and Expense Coordinator

Shield AI is a venture-backed defense-tech company with the mission of protecting service members and civilians with intelligent systems. Its products include Hivemind autonomy software, V-BAT and X-BAT aircraft, and Aechelon simulation and synthetic reality technologies. With offices and facilities across the U.S., Europe, the Middle East, and Asia-Pacific, Shield AI’s technology actively supports operations worldwide. For more information, visit www.shield.ai. Follow Shield AI on LinkedIn, X, Instagram, and YouTube. 

Shield AI is seeking a detail-oriented and service-focused Travel and Expense Specialist to support the day-to-day administration of our global travel and expense program. This role will manage expense processing and Concur administration while ensuring strong internal controls, accurate financial data, and compliance with company policies.

The ideal candidate brings hands-on Concur experience, a strong understanding of corporate travel and expense operations, and a commitment to providing employees and cardholders with timely, practical support. This individual will partner closely with Accounts Payable, Accounting, FP&A, HR, and IT to maintain effective processes and continuously improve the employee experience.

\n

What You'll Do:

• Review and process employee expense reports in Concur, ensuring accurate coding, complete documentation, and compliance with company travel and expense policies.
• Resolve discrepancies, missing information, policy exceptions, and overdue submissions directly with employees and approvers.
• Administer Concur user profiles, roles, approval workflows, and basic system configurations while supporting testing for system updates and enhancements.
• Help maintain integrations between Concur and related systems, including ERP, HRIS, travel-booking, and corporate-card platforms.
• Monitor corporate-card activity and support the timely allocation, reconciliation, and resolution of outstanding transactions in partnership with Accounts Payable and Accounting.
• Serve as a primary point of contact for employee questions regarding travel bookings, expense reports, reimbursements, corporate cards, and Concur navigation.
• Conduct periodic audits to identify policy violations, potential fraud, control gaps, and opportunities for process improvement.
• Develop and analyze travel and expense reporting, including spending trends, policy exceptions, and late submissions, to support budgeting and business decisions.
• Maintain travel and expense policies, job aids, and training materials, and provide onboarding and ongoing support for Concur users and corporate cardholders.
• Partner with Accounting and Accounts Payable to support appropriate general ledger coding, applicable tax treatment, and timely reimbursement cycles.
• Collaborate with Finance and IT to troubleshoot system issues and implement scalable improvements to travel and expense operations.

Required Qualifications

• 5–8 years of experience in travel and expense operations, accounts payable, finance operations, or a related corporate environment.
• Hands-on experience with Concur Expense, including expense-report processing and basic system administration; experience with Concur Travel is preferred.
• Strong understanding of expense-reporting processes, corporate-card programs, internal controls, and policy compliance.
• Proficiency in Microsoft Excel and Office applications, with the ability to interpret financial data and create clear, actionable reports.
• Experience working with ERP systems such as SAP, Oracle, or NetSuite and supporting integrations with Concur.
• Strong attention to detail, organization, and accuracy when managing high-volume financial transactions and employee requests.
• Excellent written and verbal communication skills, with the ability to explain policies clearly and provide high-quality support to employees at all levels.
• Demonstrated ability to identify process improvements and collaborate across Finance, HR, and IT to implement effective solutions.
• Ability to operate successfully in a fast-paced, high-growth environment with complex travel needs and rigorous compliance requirements.

\n$30 - $45 an hour\n

Full-time regular employee offer package:

Pay within range listed + Bonus + Benefits + Equity

Temporary employee offer package:

Pay within range listed above + temporary benefits package (applicable after 60 days of employment)

Salary compensation is influenced by a wide array of factors including but not limited to skill set, level of experience, licenses and certifications, and specific work location. All offers are contingent on a cleared background and possible reference check. Military fellows and part-time employees are not eligible for benefits. Please speak to your talent acquisition representative for more information.

###

Shield AI is proud to be an equal opportunity workplace and is an affirmative action employer. We are committed to equal employment opportunity regardless of race, color, ancestry, religion, sex, national origin, sexual orientation, age, marital status, disability, gender identity or Veteran status. If you have a disability or special need that requires accommodation, please let us know.