Finance Operations Coordinator

Job description

About the Institute of Foundation Models 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. **As part of our team, you’ll have the opportunity to work on the core of cutting-edge foundation model training, alongside world-class researchers, data scientists, and engineers, tackling the most fundamental and impactful challenges in AI development.** You will participate in the development of groundbreaking AI solutions that have the potential to reshape entire industries. Strategic and innovative problem-solving skills will be instrumental in establishing MBZUAI as a global hub for high-performance computing in deep learning, driving impactful discoveries that inspire the next generation of AI pioneers. We are seeking a **Finance Operations Coordinator** to 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. This is a coordination and documentation role. It does not include tax compliance, accounting close, payment execution, or independent finance decision-making. ### 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. - Coordinate 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. - Assist 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. The role is focused on coordination, documentation, tracking, follow-up, and liaison with HQ Finance and relevant central teams. ### 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, credit card bills, 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. - Practical, 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.