Operations and Expense Coordinator

GUS

About The Position

The Operations and Expense Coordinator provides financial, operational, and administrative coordination to support the Student Recruitment division’s recruitment, marketing, travel, and event activities. The role coordinates employee reimbursements, purchasing and payment transactions, travel arrangements, marketing materials, event expenses, operational schedules, team communications, reporting, and day-to-day team queries. Working with Finance, Procurement, Accounts Payable, Marketing, managers, employees, and external vendors, the coordinator ensures transactions are accurate, documented, approved, policy-compliant, and completed on time. The role maintains trackers and reports, responds to team queries, follows up proactively with stakeholders, manages competing priorities, and works with minimal supervision. The post holder may also be asked to undertake different or additional duties in line with business requirements.

Requirements

Bachelor’s degree in business administration, Accounting, Finance, or a related discipline.
At least two years of 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.
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, and tactful approach, with the ability to manage approvals, competing deadlines, and persistent follow-up while keeping managers informed of progress, risks, and exceptions.

Nice To Haves

Familiarity with SF, Power BI, and expense, purchasing, or finance systems.

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, and follow up with employees, approvers, Finance, Procurement, Accounts Payable, and vendors to meet deadlines.
Reconcile expense and purchasing records, investigate discrepancies, and maintain accurate logs and documentation for reporting and audit purposes.
Guide employees on reimbursement, travel, purchasing, and payment procedures while handling financial and personal information discreetly and following internal controls.
Maintain and update accurate Excel trackers for expenses, transactions, activities, deadlines, campaign plans, and other operational requirements.
Prepare and distribute recurring and ad hoc reports, status updates, summaries, and supporting data for managers and the wider team.
Respond to team queries about campaign planners, reports, payments, processes, deadlines, and the status of submitted requests.
Review information for missing or inconsistent data and follow up with stakeholders to produce complete and reliable outputs.
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.
Prioritise assignments, anticipate next steps, resolve routine issues independently, and escalate risks or delays when management input is required.
Build effective relationships with internal and external stakeholders, provide responsive service, protect confidential information, and contribute to an inclusive, supportive, and transparent team environment.