Accounts Payable & Accounting Operations Specialist

Job Title: Accounts Payable & Accounting Operations Specialist

Location: Sunnyvale, CA 94086 (
* Onsite - local candidates only)

Duration: 3-6 Month Contract-to-Hire (based on performance)

Pay Rate: $38-45hr + Benefits (Medical, Dental, Vision)

Schedule: Monday-Friday, 9:00 AM - 5:00 PM (flexibility with start/end times)

About the Role

Our client is a globally focused university offering market-relevant AI degrees that prepare future leaders to apply cutting-edge research to real-world challenges. They are seeking an Accounts Payable & Accounting Operations Specialist to become the first dedicated accounting hire supporting their U.S. operations. This is an excellent opportunity for an accounting professional who enjoys hands-on operational accounting work and is comfortable owning day-to-day accounting processes.

While the role is junior to mid-level in nature, the team is open to more senior candidates, including CPAs, who are willing to roll up their sleeves and support daily accounting operations. A major component of this position is serving as the primary liaison between the U.S. team and the organization's finance team in the UAE. This person will communicate with the UAE finance team daily regarding invoices, accounts payable, reconciliations, payroll submissions, and accounting operations.

This is a highly operational, detail-oriented role focused heavily on:

• Accounts Payable
• Invoice processing and tracking
• Data entry and financial documentation
• Bank and credit card reconciliations
• Employee expense and travel reimbursements
• Payroll submissions and coordination
• Heavy Excel and spreadsheet management
• Day-to-day accounting operations

Key Responsibilities

Accounts Payable & Invoice Processing

• Process vendor invoices, payments, and approvals accurately and timely
• Track invoices and payment status using Excel spreadsheets and internal trackers
• Submit invoices for payment and ensure proper coding, approvals, and documentation
• Maintain accurate Accounts Payable records and supporting documentation
• Serve as the primary point of contact for AP-related inquiries and payment tracking
• Ensure vendor records and payment documentation remain organized and audit-ready

Accounting Operations & Reconciliations

• Perform monthly bank account reconciliations
• Reconcile company credit card transactions and expense activity
• Maintain accurate accounting records and financial documentation
• Support month-end accounting activities and reconciliation processes
• Assist with financial reporting and accounting support activities
• Ensure accuracy and completeness of financial records

Expense Reimbursements & Payroll Support

• Review employee expense reports and travel reimbursement submissions
• Verify supporting documentation, approvals, and policy compliance
• Process reimbursement requests accurately and timely
• Coordinate payroll submissions with the company's payroll provider
• Support payroll-related administrative processes and documentation
• Maintain payroll records and develop familiarity with payroll terminology and reporting requirements

UAE Finance Team Coordination

• Serve as the primary bridge between U.S. operations and the finance team located in the UAE
• Communicate daily with international finance stakeholders regarding invoices, payments, reconciliations, payroll submissions, and accounting activities
• Coordinate requests, documentation, approvals, and financial information between teams
• Help ensure alignment and smooth communication across global finance operations

Process Improvement & Operational Support

• Work within a highly manual, Excel-driven accounting environment
• Maintain financial trackers, reconciliations, and supporting documentation
• Assist in improving accounting processes and creating more efficient workflows
• Support special accounting and finance projects as needed
• Help build structure and organization as the company continues to grow

Required Qualifications

• Bachelor's degree in Accounting, Finance, Business, or related field
• 2+ years of accounting, accounts payable and/ or accounting operations experience
• Hands-on experience with: accounts payable, invoice processing, data entry and bank reconciliations
• Some knowledge of forecasting experience
• Experience with credit card reconciliations
• Experience with employee expense reimbursements
• Must be comfortable working in a role where many processes are still manual and evolving
• Willingness to perform hands-on operational accounting work on a daily basis
• Experience with financial documentation and reporting support
• Strong proficiency in Microsoft Excel, including spreadsheet management, tracking, reconciliations, and reporting
• Experience helping establish or improve accounting processes within a growing organization
• Experience in startup, technology, education, AI, or rapidly growing organizations
• Previous experience wearing multiple hats; everyday not the same
• Experience working in a highly operational, spreadsheet-heavy environment
• Familiarity with payroll terminology and payroll-related accounting to support HR with the
• Experience…