Finance Operations Coordinator

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  "source_hash": "2c2d81e59c2eccc4d59cf924db429dea8e340789eb6a5c11e3224303b3cdcd07",
  "last_changed_at": "2026-06-04T11:31:40.167Z",
  "active_status": "active"
}

{
  "language": "en",
  "location": {
    "raw": "Sunnyvale, CA",
    "city": "Sunnyvale",
    "region": "CA",
    "country": "United States",
    "is_remote": false,
    "confidence": 0.9
  },
  "salary_max": 110000,
  "salary_min": 70000,
  "inferred_at": "2026-06-06T20:14:05.503Z",
  "launch_scope": {
    "reason": "english_us_canada",
    "included": true,
    "language": "en",
    "location": {
      "raw": "Sunnyvale, CA",
      "city": "Sunnyvale",
      "region": "CA",
      "country": "United States",
      "is_remote": false,
      "confidence": 0.9
    },
    "countries": [
      "United States"
    ]
  },
  "remote_policy": null,
  "salary_period": "year",
  "workplace_type": "on_site",
  "salary_currency": "USD"
}

{}

{
  "lists": [
    {
      "text": "Key Responsibilities",
      "content": "<div>\n<h3>Finance Administration</h3>\n\n<li>\n<p role=\"presentation\">Act as the local focal point for finance-related administrative coordination at IFM Sunnyvale.</p>\n</li>\n<li>\n<p role=\"presentation\">Collect, review, organize, and track invoices, receipts, reimbursements, credit card bills, vendor records, and supporting documents.</p>\n</li>\n<li>\n<p role=\"presentation\">Ensure payment and expense documentation is complete before submission to HQ Finance or the relevant processing team.</p>\n</li>\n<li>\n<p role=\"presentation\">Coordinate with HQ Finance on data requests, approval follow-ups, payment status updates, and documentation requirements.</p>\n</li>\n<li>\n<p role=\"presentation\">Maintain accurate records and trackers for invoices, reimbursements, credit card bills, vendor payments, open commitments, and pending items.</p>\n</li>\n\n<h3>Expense, Card &amp; Reimbursement Support</h3>\n\n<li>\n<p role=\"presentation\">Support the tracking of IFM management credit card bills, receipts, assigned users, limits, and pending documentation.</p>\n</li>\n<li>\n<p role=\"presentation\">Follow up on missing receipts, unclear charges, incomplete approvals, and outstanding expense documentation.</p>\n</li>\n<li>\n<p role=\"presentation\">Support travel and out-of-pocket reimbursement documentation for IFM personnel.</p>\n</li>\n<li>\n<p role=\"presentation\">Coordinate reimbursement information with HQ Finance, HR, or the approved processing channel.</p>\n</li>\n\n<h3>Vendor, Contract &amp; Procurement Coordination</h3>\n\n<li>\n<p role=\"presentation\">Maintain an organized vendor master file, including W-9s, banking details, contact information, and required supporting documents.</p>\n</li>\n<li>\n<p role=\"presentation\">Support vendor onboarding and documentation follow-up with vendors and internal stakeholders.</p>\n</li>\n<li>\n<p role=\"presentation\">Maintain records of vendor contracts, agreements, renewals, and related financial commitments.</p>\n</li>\n<li>\n<p role=\"presentation\">Support purchase request follow-up, vendor communication, delivery coordination, and issue tracking where required.</p>\n</li>\n\n<h3>Budget &amp; Reporting Support</h3>\n\n<li>\n<p role=\"presentation\">Maintain planned vs actual spend trackers, open commitment logs, and expected payment summaries.</p>\n</li>\n<li>\n<p role=\"presentation\">Support financial visibility by tracking upcoming bills, known obligations, and pending payment-related matters.</p>\n</li>\n<li>\n<p role=\"presentation\">Flag variances, delays, missing information, or unusual items for IFM management and HQ Finance review.</p>\n</li>\n<li>\n<p role=\"presentation\">Prepare simple financial summaries and tracker updates when requested.</p>\n</li>\n\n<h3>Banking, Platform &amp; Administrative Support</h3>\n\n<li>\n<p role=\"presentation\">Support banking or finance platform setup by coordinating required documentation with HQ Finance, external providers, and internal stakeholders.</p>\n</li>\n<li>\n<p role=\"presentation\">Assist in collecting and organizing documents such as EIN, incorporation records, banking forms, and other required information where applicable.</p>\n</li>\n<li>\n<p role=\"presentation\">Maintain basic records for any approved petty cash or local payment support arrangements, where applicable.</p>\n</li>\n<li>\n<p role=\"presentation\">Provide general administrative support for the Sunnyvale office, including supplies, logistics, visitors, meetings, and local coordination.</p>\n</li>\n<li>\n<p role=\"presentation\">Help maintain clear filing structures, working procedures, and documentation standards as the operation matures.</p>\n</li>\n\n<div>\n<h2>Role Boundaries</h2>\n<p>This role is not responsible for:</p>\n\n<li>\n<p role=\"presentation\">Tax filings or tax compliance.</p>\n</li>\n<li>\n<p role=\"presentation\">Bank payment execution or payment approval.</p>\n</li>\n<li>\n<p role=\"presentation\">Accounting close, reconciliations, or financial statements.</p>\n</li>\n<li>\n<p role=\"presentation\">Independent procurement, budget, or finance decisions.</p>\n</li>\n<li>\n<p role=\"presentation\">Acting as a controller, senior accountant, or finance manager.</p>\n</li>\n\n<p>The role is focused on coordination, documentation, tracking, follow-up, and liaison with HQ Finance and relevant central teams.</p>\n</div>\n</div>"
    },
    {
      "text": "Academic Qualifications",
      "content": "<div>\n\n<li>\n<p role=\"presentation\">Bachelor’s degree in accounting, finance, business administration, operations, or a related field.</p>\n</li>\n<li>\n<p role=\"presentation\">Equivalent hands-on experience in finance administration, bookkeeping support, office administration, or operational coordination may also be considered.</p>\n</li>\n<li>\n<p role=\"presentation\">Additional coursework or certifications in accounting, finance, business operations, or administration would be an advantage.</p>\n</li>\n\n</div>"
    },
    {
      "text": "Professional Experience",
      "content": "<div>\n\n<li>\n<p role=\"presentation\">2 to 4 years of experience in finance administration, bookkeeping support, office administration, procurement support, vendor coordination, or operational support.</p>\n</li>\n<li>\n<p role=\"presentation\">Experience managing financial workflows and administrative support in a fast-paced business environment is preferred.</p>\n</li>\n<li>\n<p role=\"presentation\">Proven experience supporting invoice tracking, expense documentation, reimbursements, vendor records, credit card bills, contract records, and basic financial administration.</p>\n</li>\n<li>\n<p role=\"presentation\">Experience in a research lab, university, technology company, startup, or similarly fast-moving environment is a strong advantage.</p>\n</li>\n<li>\n<p role=\"presentation\">Experience coordinating with central finance, HR, procurement, legal, banking, or external vendors is preferred.</p>\n</li>\n<li>\n<p role=\"presentation\">Familiarity with manual process setup, tracker building, and evolving procedures is preferred.</p>\n</li>\n\n</div>"
    },
    {
      "text": "Technical Skills",
      "content": "<div>\n\n<li>\n<p role=\"presentation\">Strong proficiency in Microsoft Excel or Google Sheets.</p>\n</li>\n<li>\n<p role=\"presentation\">Ability to maintain accurate trackers, logs, and simple financial summaries.</p>\n</li>\n<li>\n<p role=\"presentation\">Familiarity with invoices, receipts, reimbursements, credit card bills, vendor records, contract repositories, and payment documentation.</p>\n</li>\n<li>\n<p role=\"presentation\">Familiarity with banking platforms, expense tools, payroll systems, or accounting software is preferred.</p>\n</li>\n<li>\n<p role=\"presentation\">Comfortable using shared drives, digital folders, spreadsheets, and administrative systems.</p>\n</li>\n\n</div>"
    },
    {
      "text": "Attributes",
      "content": "<div>\n\n<li>\n<p role=\"presentation\">Strong attention to detail and commitment to clean, complete, and reliable records.</p>\n</li>\n<li>\n<p role=\"presentation\">High integrity and discretion when handling confidential financial, vendor, banking, and management information.</p>\n</li>\n<li>\n<p role=\"presentation\">Practical, organized, and reliable, with strong follow-through.</p>\n</li>\n<li>\n<p role=\"presentation\">Comfortable following up on missing information, receipts, approvals, and vendor documents.</p>\n</li>\n<li>\n<p role=\"presentation\">Able to work independently in a developing operational environment.</p>\n</li>\n<li>\n<p role=\"presentation\">Clear communicator who can coordinate professionally with local teams, vendors, IFM management, HQ Finance, and central functions.</p>\n</li>\n<li>\n<p role=\"presentation\">Able to manage multiple administrative and financial coordination tasks without losing track of details.</p>\n</li>\n\n</div>"
    }
  ],
  "country": "US",
  "createdAt": 1779212815631,
  "updatedAt": null,
  "categories": {
    "team": "Operations",
    "location": "Sunnyvale, CA",
    "commitment": "Full-time",
    "allLocations": [
      "Sunnyvale, CA"
    ]
  },
  "salaryRange": {
    "max": 110000,
    "min": 70000,
    "currency": "USD",
    "interval": "per-year-salary"
  },
  "workplaceType": "onsite"
}