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The Team:

The Travel & Expense department takes care of almost every part of the process from the moment an employee needs to make a booking to travel until their expenses are fully approved and ready for payment, among other topics.

The Role:

As a Travel & Expense Specialist (Fixed-term Contract; 6 months), you will report to the Travel & Expense Operations Manager in Madrid, supporting the team in various departmental tasks, with a primary focus on travel and expenses-related responsibilities.

The work you’ll do:

• Travel:
  • Provide expert guidance on global travel policies and guide employees in making compliant and cost-effective travel arrangements using our booking tool
  • Oversee travel activity by monitoring bookings, identifying trends or issues, and escalating concerns to ensure fast and effective resolution
  • Support the Travel & Expenses Manager on the Preferred Vendors Program, including strategy development, hotel negotiations, contract oversight, and rate management within the booking system.
  • Work with the sustainability team to analyze carbon impact data and support eco-conscious travel initiatives.
• Event Support:
  • Partner with the Global Events team and other departments to design and manage travel logistics for company events.
  • Contribute to event strategy by supporting budget development, drafting guidelines, and preparing communication materials.
• Expenses:
  • Review and process employee expense reports while applying policy expertise to ensure compliance and consistency.
  • Identify policy trends, escalate policy violations when required, and recommend updates or training based on recurring issues.
  • Serve as a key resource for travel and expense inquiries, and provide guidance that improves user understanding and compliance
  • Oversee the administration of the corporate card program and support program enhancements.
• Other:
  • Serve as a primary support contact and deliver excellent service to both internal and external stakeholders.
  • Maintain and enhance intranet content and standard operating procedures (SOPs) to ensure clarity and accuracy.
  • Develop and facilitate training sessions and materials that strengthen employee knowledge of travel and expense processes.
  • Identify and escalate technical issues, partnering with IT or vendors to drive resolution.
  • Support audits, reporting needs, and ad hoc requests related to program management
  • Administer relevant systems as required and continuously identify opportunities to streamline and improve processes

The qualifications you need:

• BA and/or MA Degree, preferably in Finance, Economics, Tourism, or similar.
• At least 1 year of experience in business travel, finance, or the administration industry
• Business fluency in English is a Must-have (applications in Spanish will be automatically discarded). Other European languages are a plus.
• Target-driven, quick learner, curious, proactive, and resourceful.
• Organized, detail-oriented, and analytical.
• Resilient, assertive, and able to challenge multiple Stakeholders & Leadership in decision-making.
• Keen to deliver best-in-class customer experience to any internal or external stakeholder of Celonis (suppliers, customers, employees).