Operations Coordinator

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

📋 Description

• Manage employee reimbursements and payment transactions for travel, marketing materials, events, vendors, and other sanctioned business expenses.

• Assess requests, receipts, invoices, approvals, coding, and supporting documentation for thoroughness, accuracy, compliance with policy, and prompt processing.

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

• Monitor outstanding reimbursements, invoices, purchase requests, and transactions, ensuring follow-up with employees, approvers, Finance, Procurement, Accounts Payable, and vendors.

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

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

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

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

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

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

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

⛳️ Requirements

• A 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.

• Experience assisting with financial transactions, approvals, reconciliations, documentation, and cross-functional operational processes.

• Proven ability to work in 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 the creation of precise 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 the ability to organize, validate, analyze, and present operational and financial information.

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

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

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

• Ability to manage approvals, competing deadlines, and diligent follow-up while keeping managers informed of progress, risks, and exceptions.

🏝️ Benefits

• Competitive salary and performance-based bonuses.

• Comprehensive health, dental, and vision insurance plans.

• Opportunities for professional development and career advancement.

• Flexible working hours and remote work options.

• Generous vacation and paid time off policies.