Operations and Expense Coordinator

Global University Systems (GUS); São Paulo; On-site; BRL 45,000 - 57,000; Full time

Job summary

Global University Systems (GUS) is seeking an Operations and Expense Coordinator to support the Student Recruitment division with financial, operational, and administrative tasks. You will manage reimbursements, purchasing, and travel, ensuring accuracy, policy compliance, and timely processing across multiple departments.

You will work closely with Finance, Procurement, Accounts Payable, and Marketing to keep trackers and reports up to date, respond to queries, and maintain strong

Qualifications

• Bachelor’s degree in business administration, accounting, finance, or related field.
• Minimum 2 years in operations coordination, admin support, reimbursements, AP, purchasing, travel/event coordination, or financial processing.
• Experience supporting financial transactions, approvals, reconciliations, documentation, and cross‑functional processes.
• Ability to work in a deadline-driven environment with multiple stakeholders.

Responsibilities

• Coordinate payments, expenses, travel, and purchasing for reimbursements and transactions from submission to completion.
• Review requests, receipts, invoices, approvals, coding, and supporting docs for completeness and policy compliance.
• Coordinate travel arrangements, registrations, accommodation, transportation, and related payments for activities and events.
• Track reimbursements, invoices, purchase requests, and transactions; follow up with stakeholders to meet deadlines.
• Reconcile records, investigate discrepancies, and maintain logs for reporting and audit purposes.
• Provide employees with clear guidance on procedures and handle confidential information with discretion.

Skills

Excel proficiency

Communication

Attention to detail

Stakeholder management

Analytical skills

Education

Bachelor’s degree in business/finance

Tools

Microsoft Excel

Outlook

PowerPoint

Teams

SF (Salesforce)

Power BI

Job description

About Global University Systems (GUS)

Global University Systems (GUS) is an international education group that empowers students to transform their lives through education. We believe education drives careers, lives, and society forward, enabling a brighter future for all. Our network of 30 institutions offers the broadest range of industry-relevant skills through inclusive, accessible, and digital-first learning. We currently educate around 122,000 students on campuses worldwide and have 20M+ unique subscribers to our courses. Our global ecosystem powers accessible digital learning and academic achievement.

About the Role

The Operations and Expense Coordinator provides financial, operational, and administrative coordination to support the Student Recruitment division in delivering recruitment, marketing, travel, and event activities efficiently. The role serves as a central point of coordination for employee reimbursements, purchasing and payment transactions, travel arrangements, marketing materials, event-related expenses, operational schedules, team communications, reporting, and day-to-day team queries.

Working closely with Finance, Procurement, Accounts Payable, Marketing, managers, employees, and external vendors, the coordinator ensures that transactions are accurate, properly documented, approved, policy-compliant, and completed within established deadlines. The role manages competing priorities, maintains reliable trackers and reports, communicates clear updates, responds promptly to team queries, and follows up proactively with stakeholders while working with minimal supervision.

Key Responsibilities

• Coordinate payments, expenses, travel, and purchasing by managing employee reimbursements and payment transactions for travel, marketing materials, events, vendors, and other approved business expenses from submission through completion.
• Review requests, receipts, invoices, approvals, coding, and supporting documentation 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 proactively with employees, approvers, Finance, Procurement, Accounts Payable, and vendors to meet deadlines.
• Reconcile expense and purchasing records, investigate discrepancies, and maintain accurate logs and documentation for reporting and audit purposes.
• Provide employees with clear guidance on reimbursement, travel, purchasing, and payment procedures while handling financial and personal information with discretion and following established internal controls.
• Maintain operational trackers, reports, and team support by updating accurate Excel trackers for expenses, transactions, activities, deadlines, campaign plans, and other operational requirements.
• Prepare and distribute recurring and ad hoc reports, status updates, summaries, and supporting data for managers and the wider team.
• Respond to team queries related to campaign planners, reports, payments, processes, deadlines, and the status of submitted requests.
• Review information for missing or inconsistent data and follow up with the appropriate stakeholders to produce complete and reliable outputs.
• Coordinate administrative operations and team communications by scheduling meetings, coordinating calendars, preparing agendas and materials, and communicating logistical details and follow-up actions.
• Draft and distribute team communications, reminders, announcements, operational updates, and requests for information.

Experience & Skills

• Bachelor’s degree in business administration, Accounting, Finance, or a related discipline.
• 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 supporting financial transactions, approvals, reconciliations, documentation, and cross-functional operational processes.
• Experience working in a deadline-driven environment with multiple stakeholders and competing priorities.
• Advanced proficiency in Microsoft Excel, including formulas, lookups, filters, sorting, pivot tables, data validation, reconciliation, and the preparation of accurate trackers and reports.
• Proficiency with Outlook, Word, PowerPoint, Teams, and shared document platforms; 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 and the ability to organise, validate, analyse, and present operational and financial information.
• Excellent written and verbal communication, stakeholder service, follow-up, problem-solving, and prioritisation skills.
• Ability to interpret procedures, apply sound judgement, work independently with minimal supervision, and elevate exceptions appropriately.
• Exceptional attention to detail, organisation, discretion, accountability, and ownership of work involving money and confidential information.
• Proactive, dependable, tactful, and comfortable managing approvals, competing deadlines, and persistent follow-up while keeping managers informed of progress, risks, and exceptions.
• Prioritise assignments, anticipate next steps, resolve routine issues independently, and elevate risks or delays when management input is required.
• Build effective relationships with internal and external stakeholders, provide responsive service, protect confidential information, and contribute to an inclusive, supportive, and transparent team environment.

Salary range for the right candidate

Salary range for the right candidate: $800-1000 USD/monthly

Other Information

Global University Systems equal opportunity employer. We provide equal opportunities and are committed to the principle of equality regardless of race, ancestry, place of origin, colour, ethnic origin, citizenship, creed, sex, sexual orientation, gender identity, gender expression, age, record of offences, marital status, family status or disability.

The post holder may be asked to undertake different or additional duties in line with business requirements at the request of their line manager.

There is an expectation that all employees will maintain the values of the Group and will comply with the code of conduct as well as equality and diversity, health and safety and safeguarding policies.