Operations Coordinator, Expense Management

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

📋 Description

• Oversee employee reimbursements and payment transactions related to travel, marketing materials, events, vendors, and other authorized business expenses.

• Evaluate requests, receipts, invoices, approvals, coding, and supporting documentation for completeness, accuracy, adherence to policy, and timely processing.

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

• Monitor 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 auditing purposes.

• Assist employees with reimbursement, travel, purchasing, and payment procedures while ensuring the confidentiality of financial and personal information.

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

• Prepare and distribute regular and ad hoc reports, status updates, summaries, and supporting data.

• Address team inquiries regarding campaign planners, reports, payments, processes, deadlines, and the status of requests.

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

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

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

⛳️ Requirements

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

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

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

• Advanced skills in Microsoft Excel, including formulas, lookups, filters, sorting, pivot tables, data validation, reconciliation, and the creation 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 a plus.

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

• Strong numerical accuracy and capability to organize, validate, analyze, and present operational and financial data.

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

• Capacity to interpret procedures, apply sound judgement, work independently with minimal supervision, and escalate exceptions as needed.

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

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

• Competence in prioritizing tasks, anticipating next steps, resolving routine issues independently, and escalating risks or delays when necessary.

• Skill in building relationships with internal and external stakeholders, providing responsive service, safeguarding confidential information, and fostering an inclusive team environment.

🏝️ Benefits

• Competitive salary with performance-based incentives.

• Comprehensive health benefits including medical, dental, and vision coverage.

• Generous paid time off and flexible work arrangements.

• Opportunities for professional development and career advancement.

• Inclusive company culture that values diversity and teamwork.