Operations and Expense Coordinator

• 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

• 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