Operations and Expense Coordinator

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

📋 Description

• Oversee the processing of employee reimbursements and payment transactions for travel, marketing materials, events, vendors, and other sanctioned business expenses from initiation to completion.

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

• Organize travel arrangements, registrations, accommodations, transportation, and related payments for recruitment events, meetings, and other activities.

• Monitor outstanding reimbursements, invoices, purchase requests, and transactions, following up with stakeholders to ensure deadlines are met.

• Reconcile expense and purchasing records, investigate discrepancies, and maintain precise logs and documentation for reporting and audit purposes.

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

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

• Generate and distribute both recurring and ad hoc reports, status updates, summaries, and supporting data.

• Address team inquiries regarding campaign planners, reports, payments, processes, deadlines, and request statuses.

• Scrutinize information for missing or inconsistent data and follow up to ensure complete and reliable outputs.

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

• Compose and distribute 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 assistance, travel and event coordination, or financial transaction processing.

• Experience in supporting financial transactions, approvals, reconciliations, documentation, and cross-functional operational processes.

• Proven ability to work within a deadline-driven environment with multiple stakeholders and competing priorities.

• Advanced proficiency in Microsoft Excel, including the use of 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 SF, Power BI, and expense, purchasing, or finance systems is a plus.

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

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

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

• Capability to interpret procedures, exercise sound judgment, work independently with minimal supervision, and escalate exceptions appropriately.

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

• Ability to manage approvals, competing deadlines, and persistent follow-up while keeping managers informed.

• Skill in prioritizing assignments, anticipating next steps, resolving routine issues independently, and escalating risks or delays as necessary.

• Ability to build effective relationships with internal and external stakeholders while safeguarding confidential information.

🏝️ Benefits

• Comprehensive health insurance coverage.

• Retirement savings plan with employer matching contributions.

• Opportunities for professional development and continuing education.

• Flexible working hours and remote work options.