Bookkeeping & Operations Coordinator

Axoft; Cambridge (MA); Hybrid; USD 55,000 - 75,000; Full time

Benefits offered by this job

Flexible paid time off

Health insurance (dental & vision)

401k retirement plan

Job summary

Axoft is building the most advanced platform for implantable brain‑machine interface and seeks a Bookkeeping & Operations Coordinator to own day-to-day bookkeeping and collaborate with operations, finance, and executive teams. This on-site role with hybrid flexibility is based in Cambridge, MA.

You will work with the Administrative Operations Manager and cover for one another, ensuring efficient office operations while supporting payroll, vendor management, and month-end close.

Qualifications

• 2-4 years of experience in bookkeeping and HR administration.

Responsibilities

• Human resources support: manage HR needs including payroll, time-off and onboarding/off boarding.
• Assist in planning and executing team-building events to foster a positive workplace culture.
• Process purchase orders and vendor bills; manage expenses, invoicing and payments.
• Coordinate business insurance, certificates of insurance, and renewals.
• Bookkeeping: day-to-day bookkeeping in QuickBooks Online, vendor/customer records, reconciliations, monthly close materials.
• Executive support: handle travel arrangements and coordinate meetings.

Skills

Attention to detail

Excellent communication

Discretion

Teamwork

Multi-tasking

Education

Bachelor’s or Associate’s degree in Business/HR/Operations/Accounting or equivalent

Tools

QuickBooks Online

Microsoft Excel

Outlook

Teams

Job description

Axoft is building the most advanced and scalable platform for implantable brain‑machine interface. Our mission is to enable minimally invasive, long‑term stable and ultra‑high bandwidth communication with the brain, opening new therapies and treatments against neurological disorders and physical impairments. We have bridged the gap between electronic and biological materials to create the softest, nanofabricated brain implants in the world. We are now looking to add talented people to the team who are passionate, like to deliver results and find creative solutions to complex problems. Axoft is looking for candidates who have demonstrated exceptional abilities and results in their previous professional, academic and interpersonal experiences and have the skillset that fits this job offer.

As a Bookkeeping & Operations Coordinator at Axoft, you will own our day‑to‑day bookkeeping and work with the operations, finance, and executive teams to meet operational needs and corporate goals. You will work closely with our Administrative Operations Manager, partnering on shared processes and providing cover for one another. This job will be on‑site at Cambridge, MA with hybrid flexibilities.

About You

• You are flexible, resilient and adaptable and wear many hats, you enjoy the fast‑paced startup environment and also learning new things.
• Attention to details, with desire to work reliably with complicated projects and procedures.
• You like working in a team, helping other people in whichever ways you can.
• Resourceful, discreet and able to multi‑task; no task or project is too big or too small.

Key Qualifications

• 2‑4 years of experience in bookkeeping and HR administration, including day‑to‑day QuickBooks Online transactions, account reconciliations, and payroll and benefits administration
• Relative working experience in startup or other fast‑paced environment.
• Bachelor’s or Associate’s degree in Business, HR, Marketing, Operations, Supply Chain, Accounting, Administration or equivalent majors.
• Proficient in Microsoft Office suite software, including Outlook, Teams and Excel. Hands‑on QuickBooks Online experience, including advanced QBO transactions, bank and credit card reconciliations, and support of month‑end close
• Experience with day‑to‑day HR administration, payroll, and benefits; knowledge of H1 Visa administration a plus
• Excellent communication and interpersonal skills, with focus on professionalism and discretion.
• A passion for maintaining a structured operational model and creating a welcoming and efficient office environment.
• Open to new challenges and desire to grow professional skills.

Preferred Qualifications

• 3‑5 years of experience in Bookkeeping, Office Management, Human Resources, Business Operations or Administration roles, ideally in a fast‑paced startup environment.
• Relevant operational experience in medical device, pharmaceutical or bio‑tech companies.
• Procurement experience, including managing invoices and accounts payable; experience supporting an external accountant through month‑end and year‑end close; familiarity with insurance or PEOs.
• Human resource related experience, on‑boarding employees for office and prepare registration documents for lab access, familiarity with HR platforms.

Your Responsibilities

• This role provides a dual opportunity to support executive leadership team while ensuring efficient operation of office administration.
• Human resources support: manage human resources needs including, payroll, time‑off and onboarding/off boarding.
• Assist in planning and executing team‑building events and initiative that foster a positive and productive workplace culture.
• Financial operations: process purchase orders and vendor bills following established purchasing procedures; manage expenses, invoicing and payment collection; and process payments, including wires and ACH, within established approval authorities.
• Office operations: coordinate business insurance, certificates of insurance, and renewals.
• Bookkeeping: own day‑to‑day bookkeeping in QuickBooks Online, including vendor and customer records, expense coding and categorization, bank and credit card reconciliations, and preparation of monthly close materials for review.
• Executive support: handle travel arrangements and coordinate meetings and conferences.
• Backup coverage: cross‑train with the Administrative Operations Manager so every critical process, including purchase orders, approvals, payroll, and payments, always has a trained backup, and document procedures so work can be covered during absences.
• Flexibility: as a growing startup, you may be asked to help with other operational needs as they arise.

What We Offer

• An opportunity to work with a team of experts on one of the most exciting problems in the world and change lives.
• Career growth opportunities that fit your potential together with external learning opportunities.
• Flexible paid time off.
• Health insurance including dental and vision.
• 401k retirement plan.

Axoft’s team members thrive in a fast‑paced, dynamic environment and embrace challenges. While we aim to have a strong impact on the world, we accomplish our mission in unison with our company values of integrity, accountability, and trust.

Axoft provides equal opportunity in all our employment practices to all qualified employees and applicants without regard to race, color, religion, gender, national origin, age, disability, marital status, military status, genetic information or any other category protected by federal, state and local laws. This policy applies to all aspects of the employment relationship, including recruitment, hiring, compensation, promotion, transfer, disciplinary action, layoff, return from layoff, training and social, and recreational programs. All such employment decisions will be made without unlawfully discriminating on any prohibited basis.