Bookkeeping & Operations Coordinator

Axoft•Cambridge, MA

7d•$80,000 - $90,000•Hybrid

About The Position

Axoft is hiring a Bookkeeping & Operations Coordinator to own day-to-day bookkeeping and support the operations, finance, and executive teams in meeting operational needs and corporate goals. The role partners closely with the Administrative Operations Manager on shared processes and backup coverage. It is based on-site in Cambridge, Massachusetts, with hybrid flexibility. The position combines bookkeeping, human resources support, financial and office operations, and executive assistance in a fast-paced startup environment. The coordinator will maintain accurate QuickBooks Online records and support monthly close, payroll and employee administration, purchasing and payments, business insurance, events, travel, and meetings. The role also requires cross-training and documenting procedures so critical processes remain covered during absences. Other operational tasks may arise as the startup grows.

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 degree in Business, HR, Marketing, Operations, Supply Chain, Accounting, Administration, or an equivalent major.
Proficiency with Microsoft Office, 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.
Flexibility, resilience, adaptability, attention to detail, resourcefulness, discretion, and ability to multitask.
Ability to work reliably with complex projects and procedures and collaboratively support others.
Interest in maintaining a structured operational model and creating a welcoming, efficient office environment.
Openness to new challenges and desire to grow professional skills.

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.
Operational experience in medical device, pharmaceutical, or biotech companies.
Procurement experience, including invoice and accounts payable management.
Experience supporting an external accountant through month-end and year-end close.
Familiarity with insurance or PEOs.
Human resources experience onboarding employees 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 support a positive and productive workplace culture.
Process purchase orders and vendor bills in accordance with 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, and bank and credit card reconciliations.
Prepare monthly close materials for review.
Handle travel arrangements and coordinate meetings and conferences for executive support.
Cross-train with the Administrative Operations Manager to provide backup for critical processes, including purchase orders, approvals, payroll, and payments.
Document procedures so work can be covered during absences.
Help with other operational needs as they arise.