Travel & Expense Manager

AESC is looking to add a Travel & Expense Manager to our finance team in Santa Clara, CA.

• Full-Time
• Remote

AESC is a global leader in the development and manufacturing of high-performance batteries for zero-emission electric vehicles and energy storage systems. Founded in Japan in 2007 and headquartered in Yokohama, AESC has been building manufacturing capabilities around the world in the U.S., U.K., Europe, Japan and China to serve key markets and leading customers locally for over 14 years. Today, AESC has become the partner of choice for the world's leading OEMs and energy storage providers in North America, Europe, and Asia. Its advanced technology powers over one million electric vehicles and provides more than 15GWh of installed capacity for battery energy systems in over 60 countries.

AESC is expanding its footprint in the United States with gigafactories in Kentucky, South Carolina, and Tennessee to meet the growing demand for EV and BESS batteries and strengthen its presence in the North American market. AESC's Tennessee gigafactory in Smyrna, which has been operational since 2012, produces batteries for Nissan. The Kentucky gigafactory in Bowling Green will supply Mercedes-Benz with high-performance battery cell modules. The South Carolina gigafactory in Florence will supply technology-leading battery cells for new electric models produced in BMW Group's Spartanburg plant. AESC is committed to our local communities where it is making its investments, creating jobs, and supporting local charities.

We are seeking an experienced and strategic Travel Manager to consolidate our EU and US travel operations. This role involves aligning travel policies with HR, streamlining processes, and managing domestic and international travel for employees across the US and EU. The ideal candidate will have deep understanding of corporate travel needs, expertise in travel management systems, policy development, excellent negotiation and organizational skills, and the ability to balance cost savings with employee satisfaction.

• Concur Platform Consolidation:
• Lead the migration and consolidation of travel operations for the US and EU onto a single Concur platform.
• Collaborate with IT and Concur representatives to configure the system to meet organizational needs, including policy enforcement, expense tracking, and reporting.
• Train employees on the unified Concur platform, providing resources and support for a smooth transition.
• Policy Alignment and Implementation:
• Work closely with HR to align travel policies across the US and EU, ensuring consistency while addressing regional compliance requirements.
• Regularly review and update travel policies in response to organizational changes, industry trends, and employee feedback.
• Communicate travel policies effectively to employees and ensure adherence through Concur settings and direct engagement.
• Domestic and International Travel Management:
• Support all aspects of travel for employees in the US and EU, including ensuring all flight, hotel accommodations, transportation, and itineraries are ticketed and reliable prior to travel date
• Ensure compliance with visa, tax, and regulatory requirements for international travelers.
• Provide support for travel disruptions, such as rebooking flights or addressing emergencies, to minimize inconvenience to employees.
• Cost Optimization and Reporting:
• Leverage the unified Concur platform to monitor travel expenses, identify trends, and generate insights for leadership.
• Negotiate with travel vendors, including airlines, hotels, and car rental companies, to secure cost-effective solutions.
• Develop and implement strategies to optimize travel spending while maintaining employee satisfaction and safety.
• Stakeholder Collaboration:
• Act as the primary point of contact between the company, travel service providers, and Concur representatives.
• Collaborate with finance teams to ensure accurate expense tracking and reporting.
• Partner with HR to address travel-related employee needs and ensure alignment with broader organizational objectives.
• Present reporting to Sr. Management/management/CFO.
• Use reporting to identify leakage from policy.
• Identify cost savings opportunities.
• Collaborate with TMC on regular basis for program evaluation.
• Escalate concerns as needed for quick resolution.
• Assist travelers when needed with bookings, invoices, or travel interruptions.
• Locate travelers in the event of an emergency.
• Build relationships with vendors.
• Other duties as assigned.

Welcome to AESC, where you'll have the opportunity to tackle the world's most fascinating challenges alongside exceptionally talented individuals who are driven to make a difference. We strive to ensure that our employees are well taken care of, enabling them to focus on their work and contribute to our collective mission.

We offer:

• Comprehensive compensation packages including a competitive salary and a rewarding bonus program.
• An inclusive and diverse work environment that fosters and encourages professional and personal development.
• Highly automated, clean, safe, and temperature-controlled production environment
• Medical, Dental and Vision Insurance
• HSA and Flexible Spending Accounts
• 401K with company match
• Life Insurance (Company paid and additional voluntary life available)
• Paid Vacation and 14 Paid Holidays
• Short term and long-term disability coverage (Company Paid)
• Tuition reimbursement

Even if you don't meet every requirement, we encourage you to apply. Your application allows us to learn more about you and find potential fits within our team. We strive to respond to all applicants promptly, though times may vary with submission volume. If you don't receive an immediate response, it doesn't reflect on your candidacy; we'll keep your application for future opportunities. Thank you for your patience and enthusiasm as we improve our application process.

At AESC, we are committed to providing Equal Employment Opportunity (EEO) to all individuals. We participate in E-Verify and will provide the federal government with your Form I-9 information to confirm that you are authorized to work in the U.S Join us in our passion to design, manufacture, and sell high-performance products, contributing to a sustainable and zero-carbon emission future.

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodation may be made to enable otherwise qualified individuals with disabilities to perform the essential job functions.

• Ability to sit for extended periods of time.
• Ability to read, write, speak, hear; stand; walk; use hands to finger, handle, or feel; reach and lift with hands and arms frequently throughout the day.

Candidate must perform the essential duties and responsibilities with or without reasonable accommodation efficiently and accurately, and without causing significant safety threat to self or others. The statements made herein are intended to describe the general nature and level of work being performed by employees assigned to this job classification. They are not intended to be construed as an exhaustive and inclusive list of all responsibilities, duties, and/or skills required of personnel so classified.

Hiring is contingent upon successful completion of drug screen and background check. AESC US LLC is a drug-free workplace. #LI-IC1

• Bachelor's degree in Business Administration, Hospitality Management, or a related field.
• 5+ years of experience in travel management, including Concur implementation and administration.
• Proven track record in managing domestic and international travel for multinational organizations.
• Strong understanding of US and EU travel regulations, including visa and tax requirements.
• Expertise in travel policy development and aligning policies across regions.
• Excellent organizational and project management skills, with the ability to lead system consolidation projects.
• Strong communication and interpersonal skills to collaborate effectively with employees, vendors, and leadership.
• Proficiency in travel management platforms (Concur expertise required) and Microsoft Office Suite.
• Understands and follows all standards of IATF16949 and VDA 6.3 quality standards. (training and awareness will be provided for those who are not familiar with these standards)
• Understands and follows all standards of ISO14001 environmental standards. (training and awareness will be provided for those who are not familiar with these standards)

• Certification in travel management (e.g., Certified Travel Associate [CTA], Global Business Travel Association [GBTA] certification).
• Experience working with multinational teams and managing cross-border travel needs.
• Knowledge of global risk management protocols for employee travel.
• Familiarity with data analytics tools to generate actionable insights from travel data.