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.
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.
Skills Required
- 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.
- Strong understanding of expense-reporting processes, corporate-card programs, internal controls, and policy compliance.
- Proficiency in Microsoft Excel and Office applications, including interpreting financial data and creating reports.
- Experience 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 support employees.
- Ability to identify process improvements and collaborate across Finance, HR, and IT.
- Ability to work successfully in a fast-paced, high-growth environment with complex travel needs and rigorous compliance requirements.
What the Team is Saying
Shield AI Compensation & Benefits Highlights
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Healthcare Strength — Healthcare coverage is described as excellent, with dental/vision and mental‑health support, and ancillary protections like life and disability appearing in benefit summaries. The breadth and perceived affordability of coverage are highlighted as a standout component of the package.
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Parental & Family Support — Paid parental leave is featured alongside enhanced maternity benefits, fertility and childcare support, and onsite resources such as a Mother’s Room. These elements are positioned as competitive and above the minimal baseline for the company’s stage.
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Equity Value & Accessibility — Equity is granted to all full‑time hires, with RSUs, double‑trigger tax timing, and tools to model scenarios (e.g., through Carta Tax). Communications also reference a transition from options to RSUs, reinforcing access and maturity of ownership programs.
Shield AI Insights
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What We Do
At Shield AI, you won't wait years to see your work reach the field. You'll build hardware and software that operates in the real world right now, in the hands of the people who depend on it. Hivemind, our AI pilot, has been flying since 2018. It has flown more than 30 platforms, including an F-16, and it now sits under a U.S. Air Force production contract for Collaborative Combat Aircraft. When you write code or shape a system here, you contribute to technology with a proven flight record and a clear production future. V-BAT flies intelligence, surveillance, and reconnaissance missions with an operational record that stretches from Ukraine to the Indo-Pacific. It delivers eyes where they matter most, in the most demanding conditions on earth. The teams behind it watch their work get tested where the stakes are real. X-BAT takes its first flight this year. It's an AI-piloted fighter that needs no runway, built to operate where traditional aircraft can't. Join now and you help shape a program at its earliest, most formative stage. That's the kind of ground-floor work that defines a career. Do the most impactful work of your life, on problems that matter. Autonomy at this level asks a lot of you. You'll take on problems in perception, planning, and control that few teams anywhere are equipped to solve. You'll work across disciplines, from aerospace and robotics to machine learning and systems engineering, alongside people who hold themselves to an exacting standard and expect the same from you. Our mission is clear: protect service members and civilians with intelligent systems. That purpose runs through every decision, every design review, and every deployment. It's why the work here carries a weight you can feel. Ready to join our mission? Explore our open roles and find where you fit.
Why Work With Us
Founded in 2015 by a former Navy SEAL, Shield AI builds AI pilots and uncrewed aircraft. Veterans aren't an afterthought here, they're at every level. It's why the work carries weight: AI pilots and uncrewed aircraft flying real missions, from Ukraine to the Indo-Pacific, protecting service members and civilians.
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