Accounting Finance Operations Coordinator

Accounting Finance Operations Coordinator

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.

We are seeking an Accounting Finance Operations Coordinator to support the day-to-day financial operations of the U.S. office. This role serves as the primary liaison between the Sunnyvale office and the organization's Finance team in the UAE, helping ensure financial documentation, vendor records, expense tracking, and operational workflows remain organized and accurate. This is a highly collaborative, detail-oriented position focused on financial coordination, documentation, tracking, and operational support within a fast-growing organization.

The ideal candidate enjoys building processes, staying organized, and working across multiple teams in a dynamic environment.

Primary areas of responsibility include:

• Financial operations support and coordination
• Vendor documentation and record management
• Expense and travel reimbursement coordination
• Financial tracking, reporting, and Excel spreadsheet management
• Budget and financial operations support
• Contract and procurement documentation
• Daily collaboration with the UAE Finance team
• General finance administration and office operational support

Key responsibilities:

Finance Operations & Coordination

• Coordinate day-to-day financial workflows between the U.S. office and the UAE Finance team.
• Maintain accurate financial trackers, documentation, and operational records.
• Support financial reporting requests, data gathering, and documentation.
• Monitor pending financial items and follow up with internal stakeholders as needed.
• Assist with improving finance processes and establishing efficient operational workflows.

Vendor & Financial Documentation

• Maintain organized vendor files, contracts, W-9s, banking information, and supporting documentation.
• Coordinate vendor onboarding documentation and communicate with internal teams regarding missing information.
• Maintain accurate records of contracts, renewals, and vendor agreements.
• Ensure financial documentation is complete before submission to the appropriate finance team.

Expense & Reimbursement Support

• Coordinate employee expense reports and travel reimbursement documentation.
• Track receipts, approvals, and supporting documentation.
• Follow up on missing information to ensure timely processing.
• Maintain accurate reimbursement logs and financial records.

Budget & Financial Tracking

• Maintain financial spreadsheets and operational trackers.
• Track planned versus actual spending and outstanding financial commitments.
• Prepare simple financial summaries and spreadsheet reports.
• Identify missing documentation or outstanding financial items for follow-up.

Administrative & Office Operations

• Support banking and finance-related documentation requests.
• Maintain organized filing systems and documentation standards.
• Assist with office coordination, meetings, logistics, and operational support as needed.
• Help create and improve processes as the organization continues to grow.

Required qualifications:

• 2–4+ years of experience in finance operations, general accounting operations and/or financial documentation roles.
• Experience supporting financial tracking, documentation, reporting, or operational workflows in a fast-paced environment.
• Strong experience maintaining and updating financial trackers, spreadsheets, and operational logs using Microsoft Excel or Google Sheets.
• Experience coordinating with multiple stakeholders, including internal teams, vendors, and external partners.
• Strong organizational skills with exceptional attention to detail and accuracy in documentation and record-keeping.
• Experience in startup, technology, education, AI, or rapidly growing organizations
• Ability to manage multiple priorities, follow through on outstanding items, and maintain structured workflows.
• Experience supporting or maintaining vendor records, contracts, reimbursements, expense documentation, or procurement-related coordination.
• Strong written and verbal communication skills with the ability to professionally follow up on missing or incomplete information.
• Comfortable working…