Operations and Expense Coordinator

This position is listed on behalf of a partner company, which manages all applications and next steps. Our partner is looking for an Operations and Expense Coordinator based in India.

The Operations and Expense Coordinator will play a key role in supporting financial, administrative, and operational activities within a dynamic, international student recruitment environment.
This role combines expense management, payment coordination, travel arrangements, purchasing support, and event administration.
You will serve as a central point of contact for employees, managers, finance teams, procurement specialists, and external vendors.
By maintaining accurate records, monitoring transactions, and ensuring compliance with internal procedures, you will help keep daily operations running smoothly.
The position also involves preparing reports, managing operational trackers, coordinating team communications, and resolving routine queries efficiently.

The ideal candidate is detail-oriented, proactive, and comfortable managing multiple priorities and deadlines in a fully remote setting.
This is an opportunity to contribute to an international education environment while strengthening operational efficiency, financial accuracy, and cross-functional collaboration.

Accountabilities
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Expense and Payment Coordination: Manage employee reimbursements and payment transactions related to travel, marketing materials, events, vendor services, and other approved business expenses, ensuring timely processing from submission to completion.

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Documentation and Compliance: Review expense claims, receipts, invoices, purchase requests, approvals, accounting codes, and supporting documents to verify accuracy, completeness, and compliance with established policies.

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Travel and Event Administration: Coordinate travel bookings, registrations, accommodation, transportation, and associated payments for recruitment activities, business meetings, and events.

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Transaction Tracking and Follow-Up: Monitor outstanding reimbursements, invoices, purchase requests, and payments, proactively following up with employees, managers, approvers, finance teams, procurement specialists, and vendors to meet deadlines.

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Reconciliation and Recordkeeping: Reconcile expense and purchasing records, investigate discrepancies, maintain accurate transaction logs, and ensure documentation is readily available for reporting and audit requirements.

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Employee Support and Guidance: Respond to questions about reimbursement procedures, travel arrangements, purchasing processes, payment status, and submission requirements while handling sensitive financial and personal information confidentially.

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Reporting and Data Management: Maintain accurate Excel trackers covering expenses, transactions, operational activities, deadlines, campaign plans, and other team requirements. Prepare recurring and ad hoc reports, summaries, and status updates for managers and colleagues.

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Data Quality and Validation: Identify missing, inconsistent, or inaccurate information, coordinate corrections with relevant stakeholders, and ensure reports and operational records remain reliable.

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Administrative and Calendar Coordination: Organize meetings, manage calendars, prepare agendas and supporting materials, communicate logistical arrangements, and track follow-up actions.

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Team Communications: Draft and distribute announcements, reminders, operational updates, requests for information, and other communications to keep stakeholders informed and aligned.

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Operational Problem-Solving: Manage competing priorities, resolve routine issues independently, communicate potential delays or risks, and escalate exceptions requiring management input.

Requirements:

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Education: Bachelor's degree in Business Administration, Accounting, Finance, or a related discipline.

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Relevant Experience: At least two years of experience in operations coordination, administrative support, employee reimbursements, accounts payable, purchasing support, travel and event coordination, or financial transaction processing.

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Financial Operations Knowledge: Practical experience supporting financial transactions, approval workflows, reconciliations, documentation management, and cross-functional administrative processes.

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Advanced Microsoft Excel Skills: Strong proficiency in formulas, lookup functions, sorting, filtering, pivot tables, data validation, reconciliations, and the preparation of accurate reports and tracking spreadsheets.

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Digital Tools: Proficiency in Microsoft Outlook, Word, PowerPoint, and Teams, as well as shared document platforms. Familiarity with Salesforce (SF), Power BI, and expense management, purchasing, or finance systems is an advantage.

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Process and Policy Awareness: Understanding of expense claims, reimbursements, invoices, purchasing procedures, travel coordination, payment workflows, and reconciliation practices.

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Numerical Accuracy and Analytical Skills: Ability to organize, validate, analyze, and present financial and operational data with a high level of accuracy and consistency.

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Communication and Stakeholder Management: Excellent written and verbal communication skills, with the ability to provide responsive support, build effective working relationships, and communicate clearly with internal and external stakeholders.

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Organization and Prioritization: Strong time-management skills and the ability to handle multiple assignments, competing deadlines, and changing priorities in a fast-paced environment.

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Attention to Detail and Accountability: Exceptional accuracy, organization, reliability, and ownership when handling financial transactions, confidential information, and administrative responsibilities.

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Independent Judgment and Problem-Solving: Ability to interpret procedures, resolve routine issues with minimal supervision, anticipate next steps, and escalate complex exceptions or risks appropriately.

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Proactive Follow-Up: Confidence in tracking pending approvals, following up persistently and professionally, monitoring deadlines, and keeping managers informed of progress, potential delays, and outstanding issues.

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Professionalism and Confidentiality: Demonstrated discretion when handling sensitive information, sound judgment in applying internal controls, and a commitment to ethical and responsible work practices.

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Collaborative Mindset: A dependable, tactful, and service-oriented approach, with the ability to contribute to an inclusive, supportive, and transparent team environment.

Benefits:

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Competitive Compensation: Monthly compensation ranging from USD 800 to USD 1,000, depending on the candidate's experience and suitability.

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Fully Remote Work: Work remotely from India, providing flexibility in your working environment.

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Contract Engagement: Freelance contract arrangement within an international organization.

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International Collaboration: Opportunity to work with cross-functional teams and stakeholders across a global education network.

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Professional Development: Gain practical experience in financial operations, expense management, reporting, procurement coordination, and international administrative processes.

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Varied Responsibilities: Exposure to a broad range of operational activities, including payments, travel, events, reporting, and team coordination.

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Meaningful Contribution: Support the operational effectiveness of an international education environment focused on expanding access to learning and student opportunities.