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Expense Reimbursement Operator

■Role of the “Expense Reimbursement Operator”

This role involves managing the entire expense reimbursement process, which includes reviewing and approving or rejecting applications, collecting supporting documents, ensuring compliance with relevant procedures in the accounting system, and addressing inquiries. All tasks are performed in accordance with established policies such as travel regulations.

Since Fujitsu has implemented and is using the SAP Concur System, this position also includes end-to-end operational responsibility for SAP Concur, ensuring seamless integration with the reimbursement process.

■What are "Expense Reimbursement Operations"?

"Expense Reimbursement Operation" refers to the process where employees temporarily pay expenses such as transportation, business travel, and entertainment costs, which are later reimbursed by the company.

Specific tasks include the following:

1. Travel Management

1. Collecting and reconciling data related to travel expenses, employee contributions, and business trip records, and providing relevant reports and data to related departments.
2. Processing travel expense reimbursements, expense accruals, and subsidy-related procedures while ensuring proper accounting treatment and record management.
3. Providing travelers with guidance on expense claim requirements, necessary procedures, and key points for reimbursement to support accurate and compliant expense processing.
4. Handling individual cases such as post-approval corrections, payment transfer errors, and inquiries, and supporting the smooth execution of operations.
5. Reviewing and maintaining supporting documentation and evidence records to ensure the accuracy, compliance, and integrity of travel expense reimbursement operations.
6. Managing and reporting on the proper use of expense reimbursement processes, including reviewing expense claims and usage records, verifying business justifications and appropriateness, and conducting fact-finding activities where necessary.

2. Expense Management (HR)
   1. Processing reimbursements for training and course fees, and reviewing, approving, or rejecting individual training enrollment requests.
      
      
3. Expense Management (General Affairs)
   1. Refund and cancellation processing for expense reimbursements.
      (Receiving applications from employees, reviewing details, and requesting refund or correction processing from the accounting team, etc.)
   2. Registration support and related tasks for expense reimbursements.
      (Handling employee requests related to vendor registration, and conducting inquiries in the case of bank transfer errors, etc.)
      
      
4. Inquiries
   1. Handling employee inquiries related to expense reimbursement in Japanese and providing responses in Japanese.
   2. Inquiry management and FAQs maintenance.
      
      
5. Other Tasks
   1. Creating and updating manuals and business flows for each task, and business process improvement activities.

■Required Qualifications and Experience

• Able to demonstrate Japanese language proficiency sufficient to directly contact employees within Japan and perform duties. Specifically, this requires "reading" and "listening" skills equivalent to Japanese Language Proficiency Test (JLPT) N2, plus "writing" skills (email communication in Japanese). JLPT N2 or higher is preferred.
• Job Execution Capability: FUJITSU Level 10 is expected as part of the job responsibilities.
  This includes the ability to “autonomously carry out tasks”. The role requires strong problem-solving skills to analyze and resolve issues by selecting and combining the optimal methods from existing solutions. Fujitsu Level 9 candidates will also be considered if they are potential Level 10 candidates.

■Preferred Qualifications and Experience

•  Knowledge and experience in expense reimbursement operations.
•  Experience in utilizing the Concur system for expense management.

■Target Start Date: January 2027