Operations and Expense Coordinator
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Job Description
Operations and Expense Coordinator supporting reimbursements, purchasing, travel, and reporting. Global education group empowering students through accessible, digital-first learning.
Responsibilities:
- Coordinate employee reimbursements and payment transactions for travel, marketing materials, events, vendors, and other approved business expenses from submission through completion
- Review requests, receipts, invoices, approvals, coding, and supporting documentation for completeness, accuracy, policy compliance, and timely processing
- Coordinate travel arrangements, registrations, accommodation, transportation, and related payments for recruitment activities, meetings, and events
- Track outstanding reimbursements, invoices, purchase requests, and transactions, following up with employees, approvers, Finance, Procurement, Accounts Payable, and vendors
- Reconcile expense and purchasing records, investigate discrepancies, and maintain accurate logs and documentation for reporting and audit purposes
- Provide guidance on reimbursement, travel, purchasing, and payment procedures while handling financial and personal information discreetly
- Maintain Excel trackers and reports for expenses, transactions, activities, deadlines, campaign plans, and operational requirements
- Prepare and distribute recurring and ad hoc reports, status updates, summaries, and supporting data
- Respond to team queries related to campaign planners, reports, payments, processes, deadlines, and submitted requests
- Review information for missing or inconsistent data and follow up with stakeholders
- Schedule meetings, coordinate calendars, prepare agendas and materials, and communicate logistical details and follow-up actions
- Draft and distribute team communications, reminders, announcements, operational updates, and requests for information
Requirements:
- Bachelor’s degree in business administration, Accounting, Finance, or a related discipline
- Minimum of two years’ experience in operations coordination, administrative support, employee reimbursements, accounts payable or purchasing support, travel and event coordination, or financial transaction processing
- Experience supporting financial transactions, approvals, reconciliations, documentation, and cross-functional operational processes
- Experience working in a deadline-driven environment with multiple stakeholders and competing priorities
- Advanced proficiency in Microsoft Excel, including formulas, lookups, filters, sorting, pivot tables, data validation, reconciliation, and preparation of accurate trackers and reports
- Proficiency with Outlook, Word, PowerPoint, Teams, and shared document platforms
- Familiarity with SF, Power BI, and expense, purchasing, or finance systems is an asset
- Knowledge of reimbursement, invoice, purchasing, travel, expense-claim, payment, and reconciliation processes
- Strong numerical accuracy and ability to organise, validate, analyse, and present operational and financial information
- Excellent written and verbal communication, stakeholder service, follow-up, problem-solving, and prioritisation skills
- Ability to interpret procedures, apply sound judgement, work independently with minimal supervision, and escalate exceptions appropriately
- Exceptional attention to detail, organisation, discretion, accountability, and ownership of work involving money and confidential information
- Proactive, dependable, tactful, and comfortable managing approvals, competing deadlines, and persistent follow-up
- Ability to prioritise assignments, anticipate next steps, resolve routine issues independently, and escalate risks or delays when management input is required
- Ability to build effective relationships with internal and external stakeholders, provide responsive service, protect confidential information, and contribute to an inclusive, supportive, and transparent team environment
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