Travel and Expense Coordinator

KEEP EVERY JOURNEY ON TRACK—AND EVERY EXPENSE ACCOUNTED FOR!

Bring your travel coordination, financial administration, and attention to detail to support seamless domestic and international recruitment activities.

Guiding, Uplifting, and Soaring in a #GreatPlaceToWork

• Health & Security: HMO (up to 2 dependents) + Life Insurance
• Growth & Development: Training Programs & Learning Opportunities
• Work-Life Balance: 30 PTOs, Leave Conversion
• Family Support: Parental & Maternity Benefits
• Additional Perks: Transportation, Internet, Clothing, Laundry & Rice Allowances
• Hybrid Work Setup: Onsite for the first 3 months, then switch to hybrid after the 3rd-month review: 4x WFH, 1x RTO
• Work Location: Bridgetowne, Quezon City
• Work Schedule: Monday to Friday | 6:00 PM to 3:00 AM (PH Time)

HAVE WHAT IT TAKES TO BE OUR TRAVEL AND EXPENSE COORDINATOR?

• Bachelor's degree in Business Administration, Accounting, Finance, or a related discipline.
• At least 1-2 years of experience in travel coordination, administrative support, expense processing, finance administration, or a similar role.
• Experience coordinating domestic and international travel arrangements is highly preferred.
• Strong knowledge of travel policies, expense claim processing, financial reconciliation, and internal financial controls.
• Proficiency in Microsoft Excel, with the ability to manage financial data, track expenses, reconcile transactions, and prepare reports.
• Experience with Microsoft Access and Power BI is an advantage.
• Strong numerical and analytical skills, with the ability to collect, organise, analyse, and interpret financial and operational data.
• Ability to prepare reports, presentations, and management information using relevant business data.

DAY IN THE LIFE OF A TRAVEL AND EXPENSE COORDINATOR (HYBRID WORK EDITION!)

Travel Coordination & Logistics

• Coordinate end-to-end travel arrangements for Student Recruitment Officers and outreach staff supporting domestic and international recruitment activities.
• Arrange transportation, accommodation, registrations, and other travel requirements for recruitment fairs, campus visits, conferences, and special events.
• Maintain organised travel schedules and ensure staff have accurate and timely travel information.
• Coordinate with airlines, hotels, travel providers, event organisers, and other external vendors as required.
• Monitor travel arrangements and proactively address changes, cancellations, or logistical issues.
• Provide guidance to staff on University travel procedures and requirements.

Expense Management & Reconciliation

• Review, process, and reconcile travel expense claims and procurement card transactions.
• Verify expenses against University policies, approved budgets, funding requirements, and applicable collective agreements.
• Ensure claims are supported by appropriate documentation and processed within required timelines.
• Accurately allocate expenses to the appropriate recruitment budgets, cost centres, or accounts.
• Liaise with Finance, Procurement, and Accounts Payable to resolve discrepancies and facilitate timely processing.
• Maintain accurate expense logs and supporting documentation for audit and reporting purposes.
• Protect confidential financial information and follow established internal controls.

Financial Monitoring & Reporting

• Monitor travel and recruitment-related expenditures to support effective budget management.
• Track spending against approved budgets and identify potential variances or issues.
• Support the preparation of budget reports and financial updates for managers and senior leadership.
• Gather and analyse financial and operational information to support business requirements.
• Prepare routine reports, summaries, and presentations using relevant financial and recruitment data.
• Use Excel and other reporting tools to organise, analyse, and present information clearly.
• Identify trends or discrepancies in travel and expense data and escalate issues where appropriate.

Policy, Compliance & Financial Controls

• Provide guidance to recruitment staff on University travel and expense policies and procedures.
• Ensure travel arrangements and expense transactions comply with applicable institutional policies and financial controls.
• Maintain appropriate documentation and audit trails for travel and expense activities.
• Support compliance with funding requirements and collective agreements where applicable.
• Identify potential compliance issues and coordinate with relevant stakeholders to resolve them.
• Maintain confidentiality and exercise discretion when handling financial and employee information.

Recruitment Event & Administrative Support

• Provide administrative support for recruitment events, fairs, campus visits, and other outreach activities as required.
• Support event-related invoice processing and vendor coordination.
• Assist with procurement-related administrative activities associated with recruitment events and travel.
• Coordinate with internal teams and external service providers to ensure event logistics are delivered smoothly.
• Prepare and maintain documentation required for recruitment activities.

Stakeholder & Vendor Coordination

• Build effective working relationships with Student Recruitment, Finance, Procurement, Accounts Payable, and other internal teams.
• Communicate with external travel providers, vendors, hotels, event organisers, and service providers.
• Respond promptly and professionally to travel and expense enquiries.
• Resolve routine transactional and logistical issues and escalate complex matters appropriately.
• Communicate financial requirements and processes clearly to non-financial stakeholders.
• Provide exceptional customer service to internal customers and external partners.

Process Improvement & Training

• Identify opportunities to improve travel coordination, expense processing, budget tracking, and administrative workflows.
• Recommend practical improvements that enhance efficiency, accuracy, compliance, and staff experience.
• Assist in developing travel and expense guides, resources, and training materials for new recruitment staff.
• Support onboarding by helping staff understand relevant travel and expense procedures.
• Maintain up-to-date process documentation and ensure key procedures are clearly communicated.
• Contribute to continuous improvement initiatives within the Student Recruitment support function.

Teamwork & Service Excellence

• Foster an inclusive, supportive, and collaborative working environment.
• Demonstrate self-awareness, kindness, transparency, and initiative in interactions with colleagues and stakeholders.
• Manage competing priorities while maintaining accuracy and service quality.
• Take ownership of assigned responsibilities and follow through on commitments.
• Support the wider Student Recruitment team with a flexible and proactive approach.
• Undertake other duties appropriate to the role as reasonably requested.

GUS Education PH: Empowered by knowledge, guided by heart.

A certified Great Place to Work company, we guide with purpose, uplift through holistic support, and soar by empowering those who empower education. As a strategic partner, we turn every challenge into an opportunity for growth through collaboration, innovation, and operational excellence.

Big careers start with big learning, and yours could start here.

Ready to make your next move? Our 100% remote application process lets you connect with us from anywhere while exploring a career with global impact. Apply now!

By submitting your application, you acknowledge and consent for GUS Education PH to collect, process, and store your personal information for recruitment and employment-related purposes. Your information will be used solely to assess your qualifications, communicate with you regarding your application, and facilitate the recruitment process. Personal data will be handled confidentially, accessed only by authorized personnel, and processed in accordance with the Company's Data Privacy Policy and applicable data privacy laws.

Please note that all applications are routed through our Applicant Tracking System and are reviewed by our recruitment team. Due to the volume of applications we receive, processing times may vary, but every application is carefully considered.