Bookkeeping & Operations Coordinator

Axoft•Cambridge, MA

4h•Hybrid

About The Position

Axoft is seeking a Bookkeeping & Operations Coordinator to own day-to-day bookkeeping and work with operations, finance, and executive teams to meet operational needs and corporate goals. The role partners closely with the Administrative Operations Manager on shared processes and provides backup coverage. The position is based on-site in Cambridge, Massachusetts, with hybrid flexibility. The coordinator supports executive leadership and helps ensure efficient office administration. The position covers bookkeeping and financial operations, human resources administration, office operations, executive support, and cross-training and documentation of critical processes. As a growing startup, Axoft may also ask the coordinator to help with other operational needs as they arise. Axoft builds implantable brain-machine interface technology, with a mission to enable minimally invasive, long-term stable, high-bandwidth communication with the brain and support new therapies for neurological disorders and physical impairments. The company offers the opportunity to work with a team of experts on a consequential challenge, along with career growth and external learning opportunities. Axoft values integrity, accountability, and trust and provides equal employment opportunity to qualified employees and applicants.

Requirements

2–4 years of experience in bookkeeping and HR administration, including day-to-day QuickBooks Online transactions, account reconciliations, and payroll and benefits administration.
Relevant work experience in a startup or other fast-paced environment.
Bachelor’s or Associate’s degree in Business, HR, Marketing, Operations, Supply Chain, Accounting, Administration, or an equivalent major.
Proficiency in Microsoft Office software, including Outlook, Teams, and Excel.
Hands-on QuickBooks Online experience, including advanced transactions, bank and credit card reconciliations, and support of month-end close.
Experience with day-to-day HR administration, payroll, and benefits.
Excellent communication and interpersonal skills, with professionalism and discretion.
Attention to detail and the ability to work reliably with complex projects and procedures.
Flexibility, resilience, adaptability, resourcefulness, discretion, and the ability to multitask.
Enjoy working in a team and helping others, and be open to new challenges and professional growth.
A passion for maintaining a structured operational model and creating a welcoming and efficient office environment.

Nice To Haves

Knowledge of H-1 visa administration.
3–5 years of experience in bookkeeping, office management, human resources, business operations, or administration, ideally in a fast-paced startup environment.
Relevant operational experience in medical device, pharmaceutical, or biotech 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 resources experience, including employee onboarding for an office and preparing registration documents for lab access.
Familiarity with HR platforms.

Responsibilities

Manage human resources needs, including payroll, time off, and employee onboarding and offboarding.
Assist in planning and executing team-building events and initiatives that foster a positive and productive workplace culture.
Process purchase orders and vendor bills according to established purchasing procedures.
Manage expenses, invoicing, and payment collection.
Process payments, including wires and ACH, within established approval authorities.
Coordinate business insurance, certificates of insurance, and renewals.
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.
Handle travel arrangements and coordinate meetings and conferences.
Cross-train with the Administrative Operations Manager and document procedures to ensure trained backup coverage for critical processes, including purchase orders, approvals, payroll, and payments.
Help with other operational needs as they arise.