Purchasing Card Programme Administrator
- bristol, england, United Kingdom
Job Description
At IVC Evidensia, we are a leading veterinary services provider in Europe and North America with more than 2,500 clinics and hospitals across 19 countries and around 42,000 employees. We aim to have an extraordinary impact on animal lives, supporting in the region of 25,000 animals every single day across our international network. IVC Evidensia exists to champion the long-term health and welfare of animals and deliver our purpose of Healthy Animals, Happy Owners.
Reporting to the Travel & Expenses Lead and working within Global Business Services, the Purchasing Card Programme Administrator is responsible for the day-to-day administration and control of IVC Evidensia's corporate purchasing card estate across our 19 countries. These are our company credit cards, issued to our clinics to buy the goods and services they need. The role owns the card lifecycle end to end - application, issuance, maintenance, controls, closure and reconciliation support - and is the operational link between our cardholders, our finance teams and our card provider.
Our card estate is administered principally through HSBC MiVision, and the programme is currently being rolled out across all entities alongside our SAP Concur expense platform.
Experience of MiVision is an advantage but it is not a requirement: we are looking for someone who has administered a card programme on a bank or card provider platform, and full training on MiVision will be provided.
This is a control-critical role. A card that is issued without the correct limits and merchant restrictions, or that stays live after a colleague leaves, is a direct financial and audit exposure. You will be trusted with the accuracy of the card record and with the platform access that sits behind it, and you will be expected to hold that standard consistently.
Within our Global Purchasing Card Guidelines this role holds the P-Card Program Administrator accountability, which carries responsibility for the standards and controls applied consistently across the card estate.
You will ensure card queries are handled within agreed SLAs, maintain clear cardholder guidance, and build sufficient breadth across the wider Travel & Expense service to provide cover for colleagues during absence.
This is a global first line role. Card queries reach you from every country we operate in and you will be the first point of contact for all of them. You will build strong working relationships across our global team and resolve queries with and through them, from card ownership and cardholder changes to limits, disputes and ad hoc requests. You hold that first line yourself, with escalation to the Travel & Expenses Lead where a query needs a decision, a policy exception or a control judgement.
Key Accountabilities/Responsibilities:
- Administer the corporate purchasing card estate on the card provider platforms, principally HSBC MiVision: process applications, arrange issuance and dispatch, maintain cardholder records, and keep the card population complete and accurate.
- Own the full card lifecycle, including applications, limit amendments, replacements, role changes, and the prompt closure of cards for leavers and movers, working with HR, our Regional Leads and local teams so that no card remains live after a colleague leaves.
- Apply and maintain card controls - monthly and single transaction limits, merchant category (MCC) restrictions and card status - in line with the Global Purchasing Card Guidelines and the Delegation of Authority framework.
- Administer platform access and entitlements: maintain the card administrator population, process access requests and periodic access reviews, and apply segregation of duties so that creation and approval rights are appropriately separated.
- Maintain the card population master record by country, legal entity, cardholder and status, and reconcile it regularly against card provider and Concur data.
- Act as global first line support for the card programme, taking card queries from cardholders, local finance teams and operations in every country we operate in, and resolving them within agreed timescales through Zendesk, our service management tool, escalating to the Travel & Expenses Lead where a query needs a decision, a policy exception or a control judgement.
- Escalate to the Travel & Expenses Lead any card ownership question or request raised by our Regional Leads, providing the background and the options needed for a decision.
- Manage day-to-day operational contact with the card provider's servicing teams: raise and track cases, chase issuance, limits and disputes, and elevate service failures.
- Work alongside our Concur T&E Analysts on the card-to-expense process, reconciling the card estate across both platforms: monitor card feeds into SAP Concur, investigate unmatched, unposted and duplicate transactions, and chase unsubmitted card spend to keep the estate current.
- Produce card estate, access and control evidence for internal and external audit, and support control testing and remediation.
- Create, maintain and continuously improve card process documentation, cardholder guidance and training material, and support the onboarding of new cardholders.
- Support the ongoing rollout of the card programme into our remaining countries, including onboarding new legal entities and newly acquired practices onto the programme.
- Work across teams to keep the programme running end to end: with our Concur T&E Analysts on the card and expense data that spans both platforms; with Treasury on facilities, relationship accounts and the boundary with corporate cards; with Procurement and Accounts Payable on supplier and merchant category controls; with HR and local finance on joiners, movers and leavers; and with Internal Audit on control evidence and testing.
- Provide first-line cover for Concur T&E queries during colleague absence, so that the Travel & Expense service is maintained at all times.
- Escalate control failures, service failures and business-impacting risks promptly to the Travel & Expenses Lead.
Experience/Qualifications:
Essential:
- Hands-on administration experience of a corporate card, purchasing card or commercial card programme on a bank or card provider platform, for example HSBC MiVision, Barclaycard Spend Management, American Express @ Work or an equivalent commercial card portal.
- Practical experience of the full card lifecycle, including application, issuance, limit maintenance, replacement, closure and leaver processing.
- Understanding of card controls - transaction and monthly limits, merchant category restrictions, permitted and blocked categories - and of the financial and audit exposure created when they are not applied.
- Experience of administering user access and entitlements on a system, with a working understanding of segregation of duties.
- Experience working to agreed response and resolution timescales in a service environment, maintaining high-quality case notes.
- Experience providing first line support to a user base spread across several countries, working in English with colleagues for whom English is a second language, and resolving queries remotely rather than face to face.
- Comfortable working through other people rather than around them: resolving queries with regional and local contacts instead of contacting every site directly, which takes clear follow-up and the ability to hold someone to a commitment without having authority over them.
- Strong Excel skills, including reconciling sizeable data sets across systems, for example card populations against employee and bank data.
- A high standard of accuracy and a genuine control mindset: in this role the quality of the record is the control.
- Clear written and verbal communication with cardholders, local finance teams and external provider contacts across multiple countries.
- Well organised and self-managing, able to hold a live queue alongside cyclical control activity.
Desirable:
- Working knowledge of HSBC MiVision, including relationship account structures, entitlements and administrator maintenance, real time updates to cardholder profiles and spending limits, company and cardholder statements, and bespoke reporting.
- Experience of SAP Concur, particularly card feeds, company bill statements and card to claim reconciliation.
- Background in bank or card provider commercial card operations, treasury operations, or card administration within a large multi-country organisation.
- Experience supporting a card programme through a multi-country rollout or implementation.
- Exposure to purchasing, procurement or accounts payable processes and the interaction between card and invoice spend.
- A second European language.
As a BAME and LGBTQ+ inclusive employer, we are keen to hear from candidates from all minority and diverse groups. As a Disability Confident Employer, we are keen to hear from candidates with disabilities and long-term health conditions and would be happy to discuss any reasonable adjustments needed during the recruitment process.
What We Offer:
At IVC Evidensia we recognise that our people are fundamental to the success of our business. Investing in our people, premises and processes is at the heart of what we do. In addition to a competitive base salary, you will benefit from
- Work-life balance
- 26 days annual leave
- Cycle to Work scheme
- Initiatives focused on employee wellbeing
- Pension
- Discretionary Bonus
- Discounted staff pet care
- Dog Friendly office
- Free Parking available at Head Office
At IVC Evidensia we are a committed to Diversity, Equality, Inclusion and Belonging, we are keen to hear from candidates from all minority and diverse groups. As a Disability Confident Employer, we are keen to hear from candidates with disabilities and long-term health conditions and would be happy to discuss any reasonable adjustments needed during the recruitment process.
IVC Evidensia UK
IVC Evidensia, The Chocolate Factory, Keynsham, BS31 2AU, United Kingdom
At IVC Evidensia we are a committed to Diversity, Equality, Inclusion and Belonging, we are keen to hear from candidates from all minority and diverse groups. As a Disability Confident Employer, we are keen to hear from candidates with disabilities and long-term health conditions and would be happy to discuss any reasonable adjustments needed during the recruitment process.