Finance Operations Coordinator

Institute of Foundation Models; Sunnyvale (CA); On-site; USD 70,000 - 110,000; Full time

Job summary

The Institute of Foundation Models in Sunnyvale is looking for an Accounts Payable Specialist to manage financial records and vendor relations effectively. This role includes processing invoices, preparing financial reports, and ensuring compliance in all transactions.

Ideal candidates will have a bachelor's degree in accounting or finance, 2-4 years of relevant experience, and advanced skills in Excel and Google Sheets. A competitive salary between $70,000 and $110,000 is offered.

Qualifications

• 2-4 years of experience in accounting, bookkeeping, or finance operations.
• Experience in a startup or research lab environment is a plus.
• High degree of integrity when handling confidential financial data.

Responsibilities

• Process and track vendor invoices and reimbursements.
• Maintain financial spreadsheets and prepare cash runway reports.
• Set up vendor files and ensure compliance with banking instructions.

Skills

Invoice Processing

Variance Analysis

Advanced proficiency in MS Excel

Attention to detail

Basic accounting tasks

Education

Bachelor's degree in accounting or Finance

Tools

MS Excel

Google Sheets

Payroll/accounting software

Job description

Key Responsibilities

Manual Accounts Payable & Expenses

• Invoice Processing: Manually intake, verify, and track all vendor invoices in a master spreadsheet.
• Reimbursements: Process researcher travel and expense reports, ensuring all "out-of-pocket" spends are documented and repaid via payroll.
• Vendor Setup: Maintain a "Vendor Master File" with W-9s and banking instructions to ensure we pay the right people.

Budgeting & Financial Reporting

• Variance Analysis: Maintain and update monthly financial spreadsheets comparing Planned Spend vs. Actual Spend to flag variances.
• Runway Forecasting: Calculate and provide a vital monthly Cash Runway Report to ensure leadership has clear visibility into cash flow.
• Data Integrity: Serve as the primary focal point for all financial data entry, ensuring clean, audit-ready records.

Accounts Payable (AP) & Expense Management

• Manual Invoice Processing: Manually intake, verify, and track all incoming vendor invoices within a master spreadsheet to ensure accuracy before payment.
• Vendor Setup & Compliance: Maintain a comprehensive "Vendor Master File", collecting and organizing W-9s and banking/wire instructions.
• Reimbursements & Travel: Process researcher travel and out-of-pocket expense reports, ensuring full documentation and compliance before coordinating repayment via payroll.

Banking & Treasury Setup (Ground Zero)

• Account Establishment: Research business banking options (e.g., Mercury, Brex, or traditional banks) and coordinate the paperwork (EIN, Articles of Incorporation) to open accounts.
• Card Administration: Issue and monitor lab credit cards, setting manual spending limits and chasing down receipts for every transaction.
• Cash Control: Actively reconcile petty cash and ensure rigorous oversight of all physical and digital funds.

Contract & Document Management

• Contract Repository: Build and maintain an organized digital repository of all vendor contracts, agreements, and financial commitments.

Academic Qualifications

• Education: Bachelor's degree in accounting, Finance, or a related field (or equivalent hands‑on experience).
• Experience: 2–4 years of experience in accounting, bookkeeping, or finance operations (experience in a startup or research lab environment is a major plus).
• Technical Skills: Advanced proficiency in MS Excel / Google Sheets. Familiarity with modern banking platforms (Brex, Mercury) and payroll/accounting software is preferred.
• Attributes: Extreme attention to detail, a high degree of integrity when handling confidential financial data, and the ability to thrive in an environment requiring manual process setup.

Professional Experience

• Minimum of 2- 3 years of experience in an office and administrative role.
• Proven experience with basic accounting tasks, invoicing, and expense management.

$70,000 - $110,000 a year