IVETTE ORTIZ
Brooklyn,NY
Summary
Highly accomplished and results-driven travel procurement and operations professional with a proven track record of success in optimizing travel spend, enhancing traveler satisfaction, and driving operational efficiencies. Dynamic Director oversees every facet of production with strong project management and decision-making skills. Brings comprehensive knowledge of SAP Concur production writing, planning, and technical operations. Skilled at coordinating production plans and personnel resources to complete work under tight deadlines.
Overview
24
24
years of professional experience
Work History
Director – Expense Manager
Sumitomo Mitsui Banking Corporation, Americas Division
12.2014 - 07.2024
- Accountable for the $250M Travel, M&E, and Corporate Card Procurement and Operations
- Oversee and manage the Travel and Expense operations
- Develop and implement the overall travel strategy for the organization, including setting goals and objectives related to travel services
- Oversee the travel budget, monitoring expenses, and ensuring that travel costs are kept within budgetary constraints
- Negotiate contracts with airlines, hotels, car rental companies, and other travel service providers to secure the best rates and services for the organization
- Develop and implement travel policies and procedures to ensure compliance with company guidelines and industry regulations
- Worked with the disasters crisis team to help identify and mitigate travel-related risks, such as safety concerns, health issues, and natural disasters, and developing contingency plans to address potential travel disruptions
- Ensure compliance with travel-related regulations and requirements, such as visa and passport regulations, travel insurance, and duty of care obligations
- Led and managed the global RFP for a new travel management company and online booking tool
- Manage sourcing projects with strict adherence to organizational policies and processes
- Implement, configured, and manage the travel management systems (Concur) to streamline the booking and expense management process, as well as to track and analyze travel data for reporting and optimization purposes
- Managed expense system enhancements by partnering with IT, implementing and testing configuration changes, and effectively training and communicating changes
- Providing guidance and support to employees on travel-related matters, including travel policies, booking procedures, and safety guidelines
- Tracking and analyzing key performance indicators related to travel expenses, vendor performance, traveler satisfaction, and other relevant metrics to evaluate the effectiveness of the travel program and make improvements as needed
- Overall, the director of travel plays a crucial role in managing all aspects of an organization's travel program to ensure efficient, cost-effective, and safe travel experiences for employees
- Identified opportunities to streamline reservation processes and enhancements (i.e., created company travel expense page)
- Manage the corporate American Express credit card program and vendor relationship
- Serve as a point of contact for resolving Concur system issues
- Ensure an elevated level of customer satisfaction by addressing inquiries, feedback and complaints related to reservations promptly and professionally.
- Enhanced team collaboration through regular communication, goal setting, and performance evaluations.
- Strengthened internal controls by reviewing existing policies and procedures, ensuring compliance with regulatory requirements.
- Facilitated cross-functional collaboration for improved decision-making processes within the organization.
- Implemented innovative solutions to solve complex problems, resulting in increased productivity and streamlined operations.
- Proactively identified potential risks and implemented mitigation strategies to minimize negative impacts on projects or business operations.
- Spearheaded innovative approaches to resource allocation and strategic planning.
Associate Travel and Expense Manager
Eurasia Group
12.2010 - 12.2014
- Created and executed the ‘future fit' travel strategy for the global business with The Corporate Compliance & Governance Team
- Responsible for all business travel requirements globally
- Engaging with key stakeholders to align local offices to the region and global initiatives
- Management of key suppliers including an event management company, travel management company, payment card provider, security/risk services, preferred airline, hotel, and visa & passport services, and ensuring key performance indicators are continually met
- Partner with Physical Security to ensure all risks of Eurasia travelers are clearly understood and mitigated before undertaking business travel
- Partner with IT Management to support travel reduction programs and support the use of digital communication systems
- Part of the Crisis Leadership team to Manage all travel supplier delivery and coordinate during any crises that affect Eurasia
- Produce monthly reporting packs, detailing savings, and areas of improvement, including communication plans to support any improvements
- Responsible for the budget planning, finance, and control of all travel agency costs associated with the program.
Associate Travel and Expense Manager
HRS
07.2009 - 12.2010
- Responsible for all the Accounts Payable Functions; review, Code, and process invoices
- Responsible for forwarding invoices to proper approving managers
- Audit T&E reimbursements using Concur
- Responsible for updating Concur site information and providing employee support
- Process weekly check runs and month end closings
- Manage Petty cash account and reimbursement
- Manage Corporate American Express accounts
- Responsible for tracking and ensuring timely payment of recurring charges
- Responsible for ensuring PO invoices have proper documentation and approvals
- Responsible for collecting vendor tax information and setting up new vendors
- Review AP aging report and resolve issues relating to outstanding invoices
- Responsible for filing Monthly Sales Tax and Quarterly Commercial Tax
- Develop, post, and reconcile accrued expenses and prepaid accounts monthly
- Prepare vendor reports and cost analysis in conjunction with budget teams
- Assists in the compilation of monthly interim and annual audited financial statements
- Prepare year-end 1099 forms.
- Planned, created, tested and deployed system life cycle methodology to produce high quality systems to meet and exceed customer expectations.
Accounts Payable Accountant
International Securities Exchange
01.2009 - 07.2009
- Minimized late payment fees by consistently monitoring due dates and prioritizing payments accordingly.
- Balanced accounts associated with accounts payable process.
- Assisted employees with filling out expense reports.
- Enhanced vendor relationships through timely and accurate payment processing, fostering a positive rapport between the company and vendors.
- Processed accounts payable through SAP Concur platform.
- Streamlined month-end closing processes, allowing for faster reporting to management on financial results.
Accounts Payable Supervisor
DF King & Company Inc.
03.2007 - 01.2009
- Processed all vendor invoices promptly in accordance with company policy.
- Troubleshot and resolved escalated issues pertaining to vendor disputes, payment discrepancies or delays in a timely manner, maintaining positive relationships with suppliers.
- Maintained accurate records of all financial transactions within the accounts payable department.
- Reduced payment errors by closely monitoring and reconciling vendor statements.
- Researched all invoices that were past due.
- Developed strong relationships with vendors, resulting in improved communication and negotiation on payment terms.
- Oversaw monthly accounting close process for timely and accurate reporting of financial information.
- Interacted with corporate vendors, upper management and peers.
- Managed month-end closing process, ensuring timely completion of accruals and account reconciliations.
- Participated in software implementation projects designed to automate manual tasks within the Accounts Payable department.
Accounts Payable Supervisor
Guy Carpenter Inc.
01.2001 - 03.2007
- Processed all vendor invoices promptly in accordance with company policy.
- Troubleshot and resolved escalated issues pertaining to vendor disputes, payment discrepancies or delays in a timely manner, maintaining positive relationships with suppliers.
- Maintained accurate records of all financial transactions within the accounts payable department.
- Reduced payment errors by closely monitoring and reconciling vendor statements.
- Researched all invoices that were past due.
- Developed strong relationships with vendors, resulting in improved communication and negotiation on payment terms.
- Oversaw monthly accounting close process for timely and accurate reporting of financial information.
- Interacted with corporate vendors, upper management and peers.
- Managed month-end closing process, ensuring timely completion of accruals and account reconciliations.
- Developed and delivered training sessions to new team members on department procedures, ensuring a seamless transition into their roles.
- Streamlined accounts payable processes for increased accuracy and timeliness of payments.
- Mentored junior staff members to improve their understanding of accounting principles and practices.
Education
Bachelor of Arts - Finance
Pace University
New York, NY06.2007
Certificate in SAP Concur Configuration -
SAP Concur
New York, NY02.2016
Skills
- Policy Development & Implementation
- Vendor and Contract Negotiations
- Expense Management
- Travel Risk Management
- Data Analysis and Reporting
- Technology Implementation & Integration
- Strategic Planning
- Corporate & Crewing Travel Management
- Regulatory Compliance
- Coupa P2P System
- Implementing Online Booking Solutions (Concur)
- Project Management
- Verbal and written communication
- Operations Management
- Team Management
- Budget Management
- Contract and Vendor Management
- Financial Reporting
- Staff Management
Added Value
- Strategic Procurement Expertise: Proven ability to develop and implement strategic procurement initiatives that align with organizational goals and objectives.
- Cost Optimization Specialist: Demonstrated success in negotiating favorable rates with travel suppliers, resulting in significant cost savings.
- Operational Excellence Leader: Expertise in streamlining travel processes, enhancing efficiency, and improving traveler satisfaction.
- Data-Driven Decision Making: Adept at leveraging data analytics to identify trends, optimize travel strategies, and make informed decisions.
- Strong Communication and Collaboration Skills: Effective communicator and team player with a proven ability to build strong relationships with stakeholders.
Timeline
Director – Expense Manager
Sumitomo Mitsui Banking Corporation, Americas Division
12.2014 - 07.2024
Associate Travel and Expense Manager
Eurasia Group
12.2010 - 12.2014
Associate Travel and Expense Manager
HRS
07.2009 - 12.2010
Accounts Payable Accountant
International Securities Exchange
01.2009 - 07.2009
Accounts Payable Supervisor
DF King & Company Inc.
03.2007 - 01.2009
Accounts Payable Supervisor
Guy Carpenter Inc.
01.2001 - 03.2007
Bachelor of Arts - Finance
Pace University
Certificate in SAP Concur Configuration -
SAP Concur
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