Accounts Payable Expense Specialist

Meriton is a national team of experts driving HVAC innovation through a network of high-performing companies. From strategy and support to systems and solutions, we work behind the scenes to strengthen operations and build value—for our partners and our people.

If you’re looking to make an impact, we’re glad you’re here. At Meriton, you’ll join a team that believes in big ideas, doing great work, and building careers that matter—every step of the way.

Expense Program Specialist

Reports To: Expense Program Supervisor
Department: Shared Services Center (SSC) – Accounts Payable
Location : Irving, TX
FLSA Status : Non-Exempt

Role Summary

Team: Employee Expense Programs Team
Scope: U.S. operations; responsible for expense report validation, employee reimbursement processing, card reconciliation, and user support

The Expense Program Specialist executes the day-to-day administration of Meriton’s Travel & Expense (T&E) and Corporate Card programs, ensuring every report and transaction is processed accurately, on time, and in compliance with company policy.

This role provides direct operational and service support to employees across all business units, validating expense submissions, resolving exceptions, and maintaining audit-ready documentation.

As Meriton scales rapidly, the Specialist ensures operational consistency and control in a high-volume, technology-enabled environment, helping the company scale reimbursement and card programs without sacrificing compliance or user experience.

Shared Services & Scale Priorities

• Operational Accuracy: Ensure expense reports and card transactions are processed correctly and in full compliance with policy.

• Service Delivery: Provide timely and professional support to employees regarding expense submission, policy interpretation, and system usage.

• Compliance & Controls: Validate every expense claim against documentation, policy, and approval hierarchy.

• Automation & Scalability: Operate with precision in digital tools and platforms to support high-volume processing.

• Audit Readiness: Maintain complete, standardized, and retrievable evidence for all reimbursements and card transactions.

Core Responsibilities

Expense Processing & Validation

• Review and process employee expense reports for accuracy, proper coding, receipt attachment, and policy compliance.

• Verify approval routing and ensure adherence to T&E limits and business justification standards.

• Process reimbursements within defined SLAs and confirm GL posting accuracy in Microsoft D365 F&O or expense management platforms.

• Identify and resolve exceptions such as duplicate expenses, missing receipts, or unapproved submissions.

Corporate Card Administration

• Reconcile monthly card statements and ensure all transactions are matched to approved expense reports.

• Monitor unsubmitted or delinquent card transactions and follow up with cardholders to ensure timely resolution.

• Support card issuance, limit adjustments, and closure requests in coordination with the card issuer and Treasury.

• Track and document misuse or non-compliance cases for escalation to the Supervisor.

Employee Support & Service Delivery

• Serve as the first point of contact for employees regarding T&E policies, system navigation, and card program questions.

• Provide guidance on expense submission best practices and policy interpretations.

• Respond to helpdesk or case management tickets within SLA.

• Escalate complex inquiries to the Supervisor or relevant departments (HR, Payroll, Tax).

Reporting & Documentation

• Maintain daily and monthly logs of processed expense reports, exceptions, and reimbursement cycles.

• Assist with reconciliation between card system data, expense reports, and D365 GL postings.

• Prepare audit samples, documentation, and evidence for internal or external reviews.

• Support Power BI data entry and validation for compliance metrics and SLA dashboards.

Continuous Improvement

• Identify recurring errors or employee training needs; propose updates to policy FAQs or self-service tools.

• Participate in system testing (UAT) and change management initiatives for expense platform enhancements.

• Document process improvements and update work instructions or SOPs as required.

Cross-Pillar Collaboration

• With AP Operations: Ensure reimbursement postings align with invoice and payment workflows.

• With Treasury: Support card funding, payment cycles, and bank reconciliation activities.

• With Vendor Master & Controls: Coordinate validation of card vendor data or exceptions tied to GL coding.

• With HR & Payroll: Align on employee status updates and reimbursement processing timelines.

• With AP Technology & Transformation: Provide feedback on system usability, automation enhancements, and dashboard accuracy.

Qualifications

• Associate or Bachelor’s degree in Accounting, Finance, or Business preferred.

• 2–4 years of experience in Accounts Payable, Expense Management, or Shared Services environments.

• Familiarity with expense platforms (Concur, D365 Expense, SAP, or equivalent).

• Strong understanding of expense and card policy compliance requirements.

• Excellent attention to detail, organization, and communication skills.

• Comfortable working in a fast-paced, deadline-driven environment.

• Proficiency in Excel; Power BI exposure preferred.

Key Success Metrics

99% error-free expense reports and reimbursements

100% SLA adherence for report approval and payment processing

<1% exception rate; zero repeat audit findings

Employee satisfaction; reduction in repeat inquiries

Increased automation adoption and cycle time reduction

Work Environment

The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodation may be made to enable individuals with disabilities to perform the essentials functions. The noise level in the work environment is usually moderate. The workplace is in a corporate office environment and the temperature in the work environment is usually moderate. The position’s primary office is the Shared Services, Irving, TX office; however, telework or work at home, on the road, or in a satellite location for portions of the workweek may occur, depending upon project needs and requirements in coordination with your direct supervisor and/or most senior leader of your department. Occasional travel may be required.

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable the individuals with disabilities to perform the essentials functions.

• Must be able to walk, bend, stand, and reach constantly during a workday.


• Must be able to lift 15 – 20 lbs.


• Standing for long periods of time (4-5 hours) occasionally


• Must be able travel via plane or car to events

Meriton is an Equal Opportunity Employer

Employment practices will not be influenced or affected by an applicant’s or employee’s race, color, religion, sex (including pregnancy), national origin, age, disability, genetic information, sexual orientation, gender identity or expression, veteran status or any other legally protected status. Reasonable accommodations will be made for qualified individuals with disabilities unless doing so would result in an undue hardship.

Salary ranges listed are dependent upon a candidate’s qualifications, experience, internal equity, and the budgeted amount for the specific role and location.