Expense Management Associates

Job Title: Trip Expense Executive --- Job Summary: The Trip Expense Executive is responsible for managing, disbursing, and reconciling all trip-related expenses for drivers in a timely, transparent, and accurate manner. This role plays a key part in ensuring the smooth execution of logistics operations by maintaining strict control over expense disbursement, documentation, and settlement related to each trip — including fuel, tolls, loading/unloading, fooding allowances (post 48 hours of detention at any location as per company policy), and other approved trip-related expenses, if any. --- Key Responsibilities: · Disburse trip-related expenses (advances and final settlements) to drivers as per approved trip sheets and journey plans. · Verify trip sheets, route details, and journey plans before releasing any funds. · Coordinate with dispatch and operations teams to confirm trip requirements and forecast expenses. · Maintain comprehensive records of all disbursements, including receipts, fuel slips, cash toll receipts, and other supporting documents. · Handle both cash and digital payments (UPI, bank transfers) as per company financial policy. · Follow up with drivers and concerned supervisors to ensure timely submission of expense bills and receipts post-trip. · Reconcile advance payments against actual trip expenses and ensure accurate settlement. · Monitor day-to-day Traffic & RTO challans, incidents, penalties, and violations and coordinate for timely resolution. · Prepare and share daily, weekly, and monthly reports on trip expenses, FasTag usage, and cash flow. · Ensure strict adherence to internal financial controls, accounting procedures, and company SOPs. · Support internal and external audits by providing necessary data, reports, and documentation. · Maintain professional and cordial relations with drivers and field staff while ensuring financial discipline and compliance. · Identify and promptly escalate any discrepancies, overspending, or irregular claims to management. --- Skills & Competencies: · Strong attention to detail and accuracy in handling financial transactions. · Excellent communication and interpersonal skills for coordination with drivers and operations teams. · Sound negotiation, analytical, and problem-solving abilities. · High integrity and reliability in managing cash and confidential financial data. · Ability to perform effectively in a fast-paced, dynamic logistics environment. · Proficiency in MS Excel, and familiarity with ERP / Expense Management Systems (preferred). · Good understanding of National and State Highways, RTO rules, and transport regulations. · Knowledge of Journey Management Plans (JMP) and trip planning processes. --- Working Conditions: · Field visits to depots, sites, or driver halting points may be required. · Role involves 24×7 shift operations (rotational shifts).