Operations and Expense Coordinator

This is a fully remote position, open to applicants in India.

📋 Description

• Oversee employee reimbursements and payment processing for travel, marketing materials, events, vendors, and other authorized business expenditures from initiation to completion.

• Examine requests, receipts, invoices, approvals, coding, and supporting documentation for thoroughness, precision, adherence to policy, and timely processing.

• Arrange travel logistics, registrations, accommodations, transportation, and related payments for recruitment activities, meetings, and events.

• Monitor pending 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 auditing purposes.

• Offer guidance on reimbursement, travel, purchasing, and payment processes while handling financial and personal information with discretion.

• Maintain Excel trackers and reports for expenses, transactions, activities, deadlines, campaign plans, and operational requirements.

• Prepare and distribute regular and one-off reports, status updates, summaries, and supporting data.

• Address team inquiries related to campaign planners, reports, payments, processes, deadlines, and submitted requests.

• Assess information for any missing or inconsistent data and follow up with relevant stakeholders.

• Organize meetings, coordinate calendars, prepare agendas and materials, and communicate logistical details and follow-up actions.

• Compose and disseminate team communications, reminders, announcements, operational updates, and requests for information.

⛳️ Requirements

• Bachelor’s degree in business administration, Accounting, Finance, or a related field.

• 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.

• Proven experience supporting financial transactions, approvals, reconciliations, documentation, and cross-functional operational processes.

• Experience in a deadline-driven environment with multiple stakeholders and competing priorities.

• Advanced skills in Microsoft Excel, including formulas, lookups, filters, sorting, pivot tables, data validation, reconciliation, and preparation of accurate trackers and reports.

• Proficient in Outlook, Word, PowerPoint, Teams, and shared document platforms.

• Familiarity with Salesforce, Power BI, and expense, purchasing, or finance systems is advantageous.

• Understanding of reimbursement, invoice, purchasing, travel, expense-claim, payment, and reconciliation processes.

• Strong numerical accuracy and ability to organize, validate, analyze, and present operational and financial information.

• Excellent written and verbal communication, stakeholder service, follow-up, problem-solving, and prioritization skills.

• Ability to interpret procedures, exercise sound judgment, work independently with minimal supervision, and escalate exceptions as necessary.

• Exceptional attention to detail, organization, discretion, accountability, and ownership of work involving financial and confidential information.

• Proactive, reliable, tactful, and comfortable managing approvals, competing deadlines, and persistent follow-up.

• Ability to prioritize tasks, anticipate next steps, independently resolve routine issues, and escalate risks or delays when management input is required.

• Capacity 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.

🏝️ Benefits

• Comprehensive health and wellness benefits.

• Opportunities for professional development and training.

• Flexible working hours and remote work options.

• Collaborative and inclusive work environment.