Operations and Expense Coordinator

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, tr