Position Overview

​​The VGCA Accounting Shared Services Centre provides essential back office accounting functions for General  

​Ledger, Inventory, Accounts Receivable and Affiliates, Accounts Payable, and Fixed Assets for multiple VW  

​Group Companies including Volkswagen, Audi, Bentley, Lamborghini, Factory Production, CARIAD, MOIA, Scout Motors and Electric Vehicle Infrastructure.   

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​​The Expense Report Specialist is responsible for the administration and maintenance of the Concur expense reporting system as well as oversight of the corporate credit card program including and its timely collection. This role ensures the accurate and timely review of employee expense reports in compliance with corporate policies and procedures for Volkswagen Group Canada and Volkswagen Group of America. These policies apply to employees across multiple entities, including Audi Canada, Volkswagen Credit Canada Inc., Audi of America, Bentley Motors Inc., Volkswagen Credit Inc., Electrify America, Automobili Lamborghini, CARIAD and Chattanooga Operations. 

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​In addition, the Expense Report Specialist supports external and internal audit requirements and prepares monthly and ad-hoc controlling and tax-related reports, as required.  

Key Responsibilities

Customer Service and Training: 

• Provide training and guidance to employees on the Concur expense reporting system, upon request and in coordination with the U.S. Travel, Meetings, and Events team. 
• Act as a primary support contact for all employees regarding expense reporting inquiries, ensuring timely resolution while consistently enforcing company policies. 
• Serve as Administrator for the Concur system, including: 
• Maintenance of emploKeyee and cardholder profiles 
• Investigation of payment issues and system error reports 
• Troubleshooting system issues in collaboration with IT support teams 
• Liaise with the expense reporting tool vendor to ensure service levels meet expectations and issues are resolved promptly. 

Reconciliations: 

• Reconcile unsubmitted employee expenses between the expense reporting system and corporate credit card account data. 
• Prepare manual expense reports as required to support business operations. 
• Support the Expense Report Coordinator with daily interface processing between Concur and SAP, including investigation and resolution of processing issues. 
• Perform assigned monthly general ledger reconciliations, investigating and resolving variances in a timely manner. 
• Prepare and submit manual payment remittance details to the commercial bank to facilitate corporate credit card clearing. 

Reporting & Compliance: 

• Prepare monthly corporate credit card delinquency reports, follow up on overdue balances, and escalate matters as required to Management, Human Resources, and Controlling. 
• Generate and deliver ad hoc Concur expense-related reports as requested by stakeholders. 
• Review, approve, and submit monthly Travel Airfare upload files for processing. 
• Prepare annual German VAT filings for Canada and the United States. 
• Prepare annual meals and entertainment tax reports in compliance with regulatory requirements. 

Accounting & Audit Functions: 

• Ensure all ICFR documentation, process narratives, and templates related to expense reporting are prepared, tested, maintained, and compliant. 
• Provide audit samples, documentation, and analysis related to expense reporting for internal and external audits across all supported entities. 

Leadership & Continuous Improvement: 

• Distribute, monitor, and support the Expense Report Coordinator with audit queue management and workload prioritization. 
• Provide oversight and support for monthly Controlling and business reporting activities related to expenses. 
• Lead or represent Accounting Shared Services in Concur-related projects, enhancements, and change initiatives. 
• Maintain, update, and continuously improve desk procedures and process documentation. 
• Identify, communicate, and implement process improvement opportunities, with a focus on automation, efficiency, accuracy, and control enhancement. 

Qualifications

Formal Education and Experience

• Bachelor's degree or diploma in ​Business Administration or related discipline
• 3+ years experience in a professional office environment 
• Strong knowledge of SAP Concur expense management system and SAP Finance / Accounting (SAP FI), including experience supporting expense processing, integrations, reconciliations, and reporting, is desired.  

Competencies 

• Proficient in Microsoft Office applications, with a minimum of intermediate Microsoft Excel skills (e.g., formulas, data analysis, reconciliations). 
• Strong ability to apply corporate policies consistently across a wide range of scenarios using sound judgment, logic, and prior experience. 
• Demonstrated focus on process optimization and continuous improvement, with an eye toward efficiency and accuracy. 
• Ability to communicate clearly, professionally, and effectively in person, over the phone, and via email. 
• Proven capability to interact with employees at all levels of the organization. 
• Strong conflict resolution and problem‑solving skills, applied with professionalism and tact. 
• Ability to influence others and collaborate effectively within a team environment. 
• Excellent attention to detail, with strong organizational and time‑management skills. 
• Adaptable and able to perform effectively in a dynamic, deadline‑driven environment. 
• Positive, proactive attitude, with the ability to work independently as well as part of a team. 

Work Flexibility

• This position is hybrid
• Availability for occasional travel, as per business requirements