Operations and Expense Coordinator

About the role

Global University Systems (GUS), an international education group, is hiring an Operations and Expense Coordinator in Bogota. The role supports the Student Recruitment division with financial, operational and administrative coordination for recruitment, marketing, travel and event activities. It acts as a central point for employee reimbursements, purchasing and payment transactions, travel arrangements, marketing materials, event expenses, operational schedules, team communications, reporting and day-to-day queries. The position works closely with Finance, Procurement, Accounts Payable, Marketing, managers, employees and external vendors, and operates with minimal supervision.

Key responsibilities

• Coordinate payments, expenses, travel and purchasing by managing employee reimbursements and payment transactions from submission through completion.
• Review requests, receipts, invoices, approvals, coding and supporting documents 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 keep accurate logs for reporting and audit.
• Guide employees on reimbursement, travel, purchasing and payment procedures while protecting confidential information.
• Maintain Excel trackers and reports, and prepare recurring and ad hoc reports and status updates for managers and the team.
• Respond to team queries and follow up on incomplete or inconsistent data.
• Handle administrative operations and team communications, including scheduling, calendars, agendas, reminders and announcements.

Required profile

• Bachelor's degree in Business Administration, Accounting, Finance or a related discipline.
• Minimum 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 processes.
• Experience in a deadline-driven environment with multiple stakeholders and competing priorities.

Required skills

• Advanced Microsoft Excel (formulas, lookups, filters, pivot tables, reconciliation) and Outlook, Word, PowerPoint, Teams.
• 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, attention to detail, discretion and stakeholder communication.

Salary range for the right candidate: $800-1000 USD per month. The post holder may be asked to take on additional duties, and the company is an equal opportunity employer.