Travel and Expense Program Administrator

Finding the right place to grow your career isn’t (over) easy, so we’re here to help by sharing a few reasons why the grass is greener at Vital Farms. We think you’ll appreciate our focus on Conscious Capitalism, which drives business decisions that benefit all our stakeholders (leading to even better business results). You might be drawn to our innovative approach and refusal to settle for the “way things have always been done.” Or you could find it exciting to grow your skills while working for an industry-leading brand. Whether you’re into our values, our brand, or our egg-cellent puns, we hope you’ll join our Crew and help us change the world 108 square feet at a time! 

Your Role:  

Reporting to the Senior Accounting Manager, the Travel and Expense Program Administrator reviews, verifies, authorizes, and retains Vital Farms Expense Reports in compliance with company policy for expense control. In addition, you will own the company card program end to end – from setting up new users to modifying details and offboarding crew in a timely and accurate manner. You will act as a trainer for new crew about our expense management programs and policies, coach them on best practices, and provide feedback to those who are not following protocol – escalating when needed. provides unlimited customer support to end-users including the support of electronic systems and mobile devices. 

 What You’ll Do: 

• Be the expert in our expense management policies, programs and administration tools 
• Provide outstanding customer support to Concur web-based and mobile app users, which includes assistance with service features, policy, and payment inquiries.  
• Document current and proposed processes for end users and system administrators including authorization process, reimbursement, administration, submission and related reconciliation for the Concur Expense Module  
• Record appropriate details of expense inquiries, take ownership and research situations thoroughly, taking timely action with follow-up, and escalating appropriately as determined by policy and processes.  
• Utilize tools and all systems proficiently to document activity and effectively troubleshoot and resolve issues – you are an expert in both Concur and management of our company card program 
• Work with crew onboarding team to provide Concur training as needed to newly hired crew members, also assisting finance and HR as needed when crew members need refresher training as a follow up to misuse or counseling situations. 
• Manage all password resets, maintenance updates, and delegate/approver profile updates.  
• Provide support for monthly change reports for maintenance, terminations, manager changes and works to resolve outstanding receivables for terminated crew members. 
• Lead and manage the Company Card Program, working directly with the vendors, IT and functional business related to configuration and implementation 
• Provide reporting to management of crew and non-crew expenses aged beyond policy guidelines. 
• Communicate with crew to address issues and continues to work as a liaison to resolve barriers to compliance. Escalates problems as appropriate to prevent abuse of travel privileges. 
• Audit expense reports based on expense audit rules to determine compliance with the T&E Guidelines, procedures, and company policy. Identify signs of abuse, fraud, or expense policy violations. Ensure that appropriate documentation is in place to support transactions. Identify problems with processes, technology, and/or procedures, and recommend improvements. Works with other departments to obtain necessary information through the research process. 
• Resolve crew member balances due by contacting crew, establishing repayment, and coordinating deductions or adjustments 
• Process payments by verifying, entering, and posting transactions   
• Protect organization integrity by keeping information confidential, and reviews/analyzes trends to escalate problems as appropriate to prevent abuse of travel privileges. 
• Provides ongoing support for new vendor accounts and expense reimbursement for prospective crew members; and setup for new accounts as new hire AMEX card applications are approved. 
• Functions as subject matter expert, offering support and coverage to team members as needed. 
• Cross-train with your peer partner in Accounts Payable to offer support as needed and during times of high workload (period, quarter, year-end) 

What You Bring to the Table: 

• Bachelor’s degree in business, accounting, or related field 
• 2-4 years’ experience in direct expense management (T&E) including a company card program; Concur experience preferred 
• Experience working in a remote, fast paced remote organization, preferably in a CPG company 
• High level of proficiency with all Microsoft office tools (Word, PowerPoint, Outlook, etc.), with expert Excel skills 
• Highly organized and accountable, coupled with attention to detail 
• Able to travel for company meetings, trainings and as needed to support the business (~10%) 
• You are a problem solver, and are always looking for ways to improve process, automate and ensure a high level of customer service along the way 
• You’re no hero – You know the power of teamwork and celebrate the work of others before your own. 
• You give a sh*t – You believe in acting like an owner and making Vital Farms a place to be proud of.  
• You raise the standards – You know growth can be hard, but you strive to improve yourself and others each day. 
• You can walk in someone else’s boots – You seek to understand other’s viewpoints and think that you get to better answers by sitting on the same side of the table.
• You don’t walk on eggshells – You’re not afraid to leave the bullsh*t behind and have honest conversations.  

What’s in it for You: 

• Be part of a movement to bring ethically produced food to the table 
• Work in a Mission-focused environment alongside passionate colleagues 
• Competitive pay and benefits 
• Companywide bonus program 
• Generous retirement contributions 
• Free eggs and butter, along with friends and family discounts 
• Fun team SWAG