Expense Management Associates

Job Title: Trip Expense Executive

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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.

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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.

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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.

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Working Conditions:

· Field visits to depots, sites, or driver halting points may be required.

· Role involves 24×7 shift operations (rotational shifts).