Operational Expenses Supervisor

The Operational Expenses Supervisor is responsible for overseeing the management, monitoring, and control of all travel-related expenses for employees. As the primary function of this role, the Supervisor ensures that all travel expenses including per diem, travel time, and operational travel requirements are collected, review, approved, and processed in compliance with the Corporate Travel Policy, Collective Bargaining Agreements (CBA), and contractual requirements. The Supervisor leads the Operational Expenses specialists, ensure accuracy and timeliness of all expense workflow, supports financial reconciliation and audit readiness, and collaborates with internal stakeholders and external partners to resolve discrepancies and continuously improve expense management process. 

 Key Responsibilities:

• Travel Expense Management: Oversees and approves all travel‑related expenses to ensure compliance with Corporate Travel Policy, Collective Bargaining Agreements, and operational requirements, while monitoring trends, resolving escalated issues, and ensuring that all travel‑expense processes align with contractual obligations
• Submission & Compliance: Monitor and manage operational expenses workflows to maintain efficiency, minimize errors, and ensure timely submissions.
• Issue Resolution & Coordination: Resolve discrepancies by investigating travel related expenses issues and working with relevant stakeholders to ensure proper reconciliation. Liaise with travel booking platforms representatives, to ensure smooth communication and resolution of invoicing concerns.
• Audit & Compliance: Ensure accuracy and compliance of all expenses by adhering to financial policies, contractual agreements, and regulatory requirements. Maintain detailed expense records to support audits, financial reporting, and accounts payable tracking.
• Stakeholder Communication: Collaborate with internal departments (finance, operations, and contract management) to align expenses practices with company and client expectations.
• Monitoring & Reporting: Generate reports and insights on billing performance, outstanding expenses, and reconciliation status for senior management.
• Process Optimization: Identify process improvements and implement strategies to optimize billing efficiency and reduce potential errors.
• Team Supervision & Development: Lead and support the expenses team in processing, validating, approving, and submitting expensess related to the contract and Union Agreements. Provide guidance and training to the expense team to enhance accuracy, consistency, and adherence to best practices.

 Education and Experience:

Education:

• College diploma or university degree in business administration, finance, HR, or a related field, or an equivalent combination of experience and education.
• Bilingual (French and English)

Experience:

• Minimum 3- 5 years of progressive experience accounts payable/expense management or reconciliation process, with at least 2 years in a supervisory or team lead role.
• Experience in the travel industry or unionized payroll environments, ideally within aviation, security, or public-sector contracts Familiarity with federal government contracts is a strong asset
• Experience working under strict audit and compliance conditions is a strong asset.
• Experience coordinating with multi-disciplinary teams.

 Knowledge, Skills, and Abilities:

• Advanced skills in Excel (pivot tables, lookups, formulas) and payroll software.
• Experience working with corporate travel management platforms an asset
• Exceptional attention to detail with the ability to analyze complex datasets and identify trends, discrepancies, and systemic issues.
• Ability to assess issues, determine root causes, and implement corrective actions quickly and efficiently.
• Proven ability to lead and  support expenses-related projects, audits, and process improvements.
• Demonstrated commitment to confidentiality, professionalism, and ethical handling of sensitive payroll information.

 Working Conditions :

• Physical requirements include but are not limited to: sitting for extended periods, repetitive keyboarding, and prolonged use of computer systems and electronic tools.
• High demand for mental focus, attention to detail, and sustained concentration while analyzing large datasets and validating payroll records.
• Role requires a high degree of autonomy and accountability, with limited direct supervision
• Consent to a thorough security check and a verification of your references
• Be legally authorized to work in Canada
• This role may require occasional availability outside of regular working hours to address urgent operational matters.
• Occasional travel may be required based on operational or contractual needs

Employment Details:

• Employment Type: Permanent 
• Location: Montréal, QC

If you’re ready to roll up your sleeves and dive into an exciting career, we want to hear from you! Apply now to join a dynamic team and contribute to an efficient recruitment process!