Travel and Expense Specialist

About the role

We're hiring a Travel & Expense Specialist to manage the end-to-end travel and expense process while supporting core Accounts Payable activities across Nscale. This role sits within Accounting and Reporting and partners closely with employees, managers, HR, Operations, department leaders, and the broader finance team . You'll help ensure expense reports, reimbursements, invoices, and vendor payments are handled accurately, compliantly, and on time, while serving as a key point of support for travel and expense systems. Your work will play an important role in maintaining strong internal controls, supporting audit readiness, and improving day-to-day finance operations in a fast-paced, high-growth environment. This is a hands-on opportunity to help the business run smoothly while strengthening the processes that support scale.

Responsibilities

• Manage the full travel and expense lifecycle, including validation and processing of employee expense reports
• Process employee reimbursements accurately and in a timely manner
• Ensure compliance with company travel and expense policies and applicable tax regulations
• Provide guidance to employees on travel policies, expense submissions, and reimbursement procedures
• Act as a key support resource for Travel & Expense systems
• Assist with system configuration, user management, and troubleshooting
• Drive continuous improvement initiatives across travel and expense workflows
• Identify opportunities to improve processes, strengthen controls, and enhance efficiency
• Partner with HR, Operations, and department leaders to ensure travel-related expenses are properly authorized and documented
• Support audit requests by providing required documentation and explanations
• Maintain accurate and compliant records across travel and expense activities
• Support Accounts Payable operations, including invoice processing, coding, and vendor payments
• Contribute to smooth vendor and employee payment processes across the business
• Step into additional finance responsibilities as needed in an all hands on deck environment
• About You
• 3-5 years of experience in Travel & Expense and/or Accounts Payable
• Bachelor's degree in Accounting, Finance, Business , or a related field preferred; relevant experience considered
• Strong understanding of expense management, reimbursement processes, and vendor payment cycles
• Experience working with ERP systems , with NetSuite strongly preferred
• Proficiency in Microsoft Excel
• Excellent attention to detail and strong organizational skills
• Ability to manage multiple priorities and meet deadlines in a fast-paced environment
• Strong communication skills with the ability to interact professionally across all levels of the organization
• Proactive, solution-oriented mindset with a strong commitment to accuracy and compliance
• About Nscale
• What we can offer you
• At Nscale, you'll find a collaborative, supportive, and innovative environment where your contributions spark real impact. We're building something extraordinary, and we want you at the core.
• Highly competitive compensation package, with performance reviews every 12 months. 🚀
• Join one of the fastest-growing AI infrastructure companies - your chance to directly shape how global AI capacity is planned and deployed. ✨
• Expect a dynamic progression plan tailored to your ambitions. Grow by leading critical cross-functional initiatives and shaping capital strategy - always with our full support.
• Human-First Flexibility: We treat you as humans first. 🫶🏽 Our flexible workplace trusts Nscalers to deliver, giving you the autonomy to shape your day around life's moments.
• Equal Opportunities Statement
• We strongly encourage applications from people of colour, the LGBTQ+ community, people with disabilities, neurodivergent people, parents, carers, and people from lower socio-economic backgrounds.
• If there's anything we can do to accommodate your specific situation, please let us know.
• The responsibilities outlined in this job description are not exhaustive and are

Benefits

Additional Information

📊 Tax and Expense Specialist (Finance team) 📊 Hybrid - 2-3x a week in Warsaw office 📊 Full time - Permanent

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