Travel Hotel invoice collation associate (3 Months) Contract

Line of Service

Internal Firm Services

Industry/Sector

Not Applicable

Specialism

IFS - Internal Firm Services - Other

Management Level

Associate

Job Description & Summary

Office Management
Job Description - Travel
Hotel Invoice Collection - Associate

Job title
Travel Support - Hotel Invoice Collection - Associate
Level

Reports to 
Hotel Invoice CollectionProject Lead /Travel Operations Lead
Supervises
NA
Location
 Jordan 
Position summary
The Hotel Invoice Collection Associate sits within the Travel Ops team and  is responsible for maintaining meticulous records and obtaining tax-compliant invoices for all hotel stays booked by our employees during their business trips.

The Hotel Invoice Collection Associate manages all day to day activities related to Invoice collection , booking tracker & data.
 
Other admin day to day tasks - travel related as relevant.

Primary duties and responsibilities
Tax Compliant Invoice Collection: Contact  hotels within 5 working days after each employee's checkout to obtain tax-compliant invoices for all business stays.
 Appropriate follow up action taken for delayed invoices as relevant.

Monitor Tracker Data: Regularly update and maintain our internal tracking system to stay current with employee hotel stays and expenditure data.

Reporting: Generate and provide reports based on collected invoice data, ensuring accuracy and timeliness.

Communication: Collaborate with hotels and team members, both through online booking tools and direct communication, to secure required invoices.

Dashboard Proficiency: Utilise dashboard tools and online hotel booking platforms efficiently to track and manage reservations and invoices.

Documentation: Maintain well-organised records of all invoices and related communications.

Coordinating with PwC Finance Team: Coordinate and work closely with the PwC finance team to ensure tax-compliant invoices are booked and payments are processed on time to payment provider card companies.

Hotel Relationship Management: Cultivate and maintain positive relationships with all hotels, particularly their back-office teams, to ensure the timely collection of invoices.

Collaboration with Travel Management Company: Work in conjunction with our travel management company and payment providers, such as Conferma Snap tools, to monitor data and secure invoices on time.

Process Improvement: Identify and recommend process improvements to enhance efficiency and effectiveness in invoice collection.

Knowledge, skills, and abilities
Education
Bachelor’s Degree 
Language
Fluency in English required, proficiency in Arabic is an advantage
Overall Experience
2+ years of overall experience
Specific Experience
Experience in Tax compliant Invoice Collection, preferably in the travel field.
 
Knowledge and Skills
Proven customer service experience with Excellent communication skills, both written and verbal.

Previous experience in a similar role involving data tracking and invoice collection is highly advantageous.

Proficiency in using dashboard tools and online hotel booking platforms is essential.

Strong organisational and time management skills with an ability to meet deadlines consistently.

Attention to detail and a commitment to maintaining accurate records.

Proactive problem-solving skills and a dedication to process improvement.

Knowledge of tax regulations and compliance is a plus.
 

Education (if blank, degree and/or field of study not specified)

Degrees/Field of Study required:

Degrees/Field of Study preferred:

Certifications (if blank, certifications not specified)

Required Skills

Optional Skills

Desired Languages (If blank, desired languages not specified)

Travel Requirements

Not Specified

Available for Work Visa Sponsorship?

No

Government Clearance Required?

No

Job Posting End Date