Executive Admin

Work Location : Chennai

Work Model: Hybrid

Communication : English and Excellent logical / reasoning skills

Experience(Mandatory) : US and APAC HR Operations and Workday

Shift : Night (6:00 pm to 4:00 am) , Early morning (6:00 am to 4:00 pm) IST. Flexible to work in rotational shifts.

CTC to be offered:

SPE - 4.5 to 5.5 Lakhs per annum

SME - 6.6 to 7.5 lakhs per annum

Core Responsibilities

1. Expense Report Management

• Prepare, review, and submit employee expense reports in Workday ensuring accuracy and completeness
• Validate expenses against receipts and supporting documentation
• Ensure timely processing in line with defined SLAs

2. Compliance & Policy Adherence

• Ensure all expense claims comply with Client Travel & Expense (T&E) policies
• Validate cost centre allocation and correct financial coding
• Flag non-compliant entries and initiate corrections

3. Documentation & Validation

• Perform detailed validation checks on submitted expense claims
• Identify and follow up on missing, incomplete, or incorrect documentation
• Maintain audit-ready records for all transactions

4. Stakeholder Coordination

• Liaise with employees, managers, and finance teams for query resolution
• Provide guidance to employees on expense submission guidelines
• Support escalations related to expense discrepancies

5. Tracking & Reporting

• Track submission of expense reports and monitor adherence to deadlines
• Maintain trackers for pending, approved, and rejected reports
• Provide periodic reports/updates on status, trends, and compliance gaps

Additional role for SME:

• Identify process improvement opportunities in expense workflows
• Support audits and compliance reviews
• Train new team members on expense processing

Knowledge, Skills and Abilities

• Experience in executive admin services, supporting expense management and Travel & Expense (T&E) operations using Workday, preferably from a shared services environment. (SME 5+ years | SPE – 3+ years)
• Strong knowledge and experience of Workday Expense Management module, Concur.
• Understanding of T&E policies and compliance requirements
• High attention to detail and accuracy
• Strong follow-up and stakeholder management skills
• Ability to manage volumes and meet strict timelines
• Excellent communication skills
• Knowledge in Ms Office, Workday, Concur applications is a must.

Education and work experience requirements

• Graduate in Commerce/Business Administration or related field
• 2–5 years of experience in expense management / finance operations / HR shared services
• Experience in Workday or similar expense management tools preferred
• Open to work in Rotational shifts and from Office / Work from Home

. Skillset Required: HR Operations, Workday, Expense Report Management, Expense Validation, Compliance, Policy Adherence, Documentation, Stakeholder Coordination, Reporting, Process Improvement, Audit Support, Training, Executive Admin Services, Travel & Expense (T&E) operations, Workday Expense Management module, Concur, T&E policies, Attention to detail, Accuracy, Follow-up, Stakeholder management, Volume management, Meeting deadlines, Communication skills, MS Office