Finance Operations Coordinator

About the role

We are a dedicated research lab for building, understanding, using, and risk-managing foundation models. Our mandate is to advance research, nurture the next generation of AI builders, and drive transformative contributions to a knowledge-driven economy.

The Finance Operations Coordinator will support the IFM Sunnyvale team. The role will serve as a local coordination point for finance administration, vendor documentation, contract records, credit card and expense tracking, financial data requests, and general administrative support.

Key Responsibilities

• Finance Administration
• Act as the local focal point for finance-related administrative coordination at IFM Sunnyvale.
• Collect, review, organize, and track invoices, receipts, reimbursements, credit card bills, vendor records, and supporting documents.
• Ensure payment and expense documentation is complete before submission to HQ Finance or the relevant processing team.
• Clock in with HQ Finance on data requests, approval follow-ups, payment status updates, and documentation requirements.
• Maintain accurate records and trackers for invoices, reimbursements, credit card bills, vendor payments, open commitments, and pending items.
• Expense, Card & Reimbursement Support
• Support the tracking of IFM management credit card bills, receipts, assigned users, limits, and pending documentation.
• Follow up on missing receipts, unclear charges, incomplete approvals, and outstanding expense documentation.
• Support travel and out-of-pocket reimbursement documentation for IFM personnel.
• Coordinate reimbursement information with HQ Finance, HR, or the approved processing channel.
• Vendor, Contract & Procurement Coordination
• Maintain an organized vendor master file, including W-9s, banking details, contact information, and required supporting documents.
• Support vendor onboarding and documentation follow-up with vendors and internal stakeholders.
• Maintain records of vendor contracts, agreements, renewals, and related financial commitments.
• Support purchase request follow-up, vendor communication, delivery coordination, and issue tracking where required.
• Budget & Reporting Support
• Maintain planned vs actual spend trackers, open commitment logs, and expected payment summaries.
• Support financial visibility by tracking upcoming bills, known obligations, and pending payment-related matters.
• Flag variances, delays, missing information, or unusual items for IFM management and HQ Finance review.
• Prepare simple financial summaries and tracker updates when requested.
• Banking, Platform & Administrative Support
• Support banking or finance platform setup by coordinating required documentation with HQ Finance, external providers, and internal stakeholders.
• Aid in collecting and organizing documents such as EIN, incorporation records, banking forms, and other required information where applicable.
• Maintain basic records for any approved petty cash or local payment support arrangements, where applicable.
• Provide general administrative support for the Sunnyvale office, including supplies, logistics, visitors, meetings, and local coordination.
• Help maintain clear filing structures, working procedures, and documentation standards as the operation matures.

Role Boundaries

• This role is not responsible for:
• Tax filings or tax compliance.
• Bank payment execution or payment approval.
• Accounting close, reconciliations, or financial statements.
• Independent procurement, budget, or finance decisions.
• Acting as a controller, senior accountant, or finance manager.

Academic Qualifications

• Bachelor’s degree in accounting, finance, business administration, operations, or a related field.
• Equivalent hands-on experience in finance administration, bookkeeping support, office administration, or operational coordination may also be considered.
• Additional coursework or certifications in accounting, finance, business operations, or administration would be an advantage.

Professional Experience

• 2 to 4 years of experience in finance administration, bookkeeping support, office administration, procurement support, vendor coordination, or operational support.
• Experience managing financial workflows and administrative support in a fast-paced business environment is preferred.
• Proven experience supporting invoice tracking, expense documentation, reimbursements, vendor records, contract records, and basic financial administration.
• Experience in a research lab, university, technology company, startup, or similarly fast-moving environment is a strong advantage.
• Experience coordinating with central finance, HR, procurement, legal, banking, or external vendors is preferred.
• Familiarity with manual process setup, tracker building, and evolving procedures is preferred.

Technical Skills

• Strong proficiency in Microsoft Excel or Google Sheets.
• Ability to maintain accurate trackers, logs, and simple financial summaries.
• Familiarity with invoices, receipts, reimbursements, credit card bills, vendor records, contract repositories, and payment documentation.
• Familiarity with banking platforms, expense tools, payroll systems, or accounting software is preferred.
• Comfortable using shared drives, digital folders, spreadsheets, and administrative systems.

Attributes

• Strong attention to detail and commitment to clean, complete, and reliable records.
• High integrity and discretion when handling confidential financial, vendor, banking, and management information.
• Praactical, organized, and reliable, with strong follow-through.
• Comfortable following up on missing information, receipts, approvals, and vendor documents.
• Able to work independently in a developing operational environment.
• Clear communicator who can coordinate professionally with local teams, vendors, IFM management, HQ Finance, and central functions.
• Able to manage multiple administrative and financial coordination tasks without losing track of details.