Accounts Payable Specialist
About The Position
The Finance Administrative Coordinator provides operational and administrative support to the finance team, focusing on workflow coordination, systems maintenance, reporting support, project setup, and process organization. The role helps keep day-to-day operations running efficiently across Oracle, Harvest, and related systems by ensuring data accuracy, timely processing, and responsive support to internal and external stakeholders. It emphasizes organization, coordination, follow-through, and proactive task management rather than deep accounting work. This position is based onsite in Fremont, California, in a fast-paced, collaborative medical device setting. The coordinator works with finance, operations, suppliers, and internal teams, using ERP systems, project tools, and Excel to support workflows, reporting, and operational coordination. The role offers substantial ownership and autonomy, with structured daily responsibilities and reactive support work driven by business needs. It is contract-to-hire.
Requirements
- Strong organizational skills and ability to manage high-volume coordination tasks and multiple priorities.
- Ability to follow through and maintain accurate, well-organized documentation.
- Ability to work independently with minimal oversight and remain dependable and accountable.
- Strong written and verbal communication skills, with responsiveness and clarity.
- Experience supporting operational workflows and cross-functional teams in a fast-paced environment.
- Intermediate Excel skills, including spreadsheets and pivot tables.
- Ability to work effectively in ERP systems, including Oracle or similar platforms.
- Comfort working in shared inbox environments and triaging high volumes of requests.
- High attention to detail and accuracy in data entry, reporting, and reconciliation.
- Ability to adapt to changing priorities and handle reactive, demand-driven work.
- Ownership mentality and a proactive approach to resolving operational issues.
Nice To Haves
- Experience with Oracle ERP systems and related finance or operational modules.
- Experience with Harvest or similar project setup and tracking tools.
- Background in accounts payable and accounts receivable coordination or support.
- Experience in financial administration, reconciliation, and basic financial reporting.
- Familiarity with vendor onboarding and supplier/customer setup in ERP systems.
- Prior experience in a shared services or centralized support environment.
- Experience providing administrative support, including data entry, documentation management, and project coordination.
- Comfort generating and supporting financial and operational reports.
- Strong organizational and follow-up skills for multitasking and prioritization.
- Ability to thrive in a fast-paced, reactive environment while maintaining accuracy and professionalism.
Responsibilities
- Coordinate day-to-day finance workflows, maintain systems, and support smooth process execution.
- Review reports and help identify and resolve discrepancies accurately and promptly.
- Support supplier and customer setup in Oracle and related ERP systems, including vendor onboarding and data maintenance.
- Coordinate invoice processing and approval workflows.
- Manage incoming mail, documentation, and operational requests, routing items to the appropriate contacts.
- Monitor and triage shared inbox requests, prioritizing and responding with strong follow-through.
- Maintain project setup and updates in Harvest, keeping project data accurate and current.
- Prepare weekly project-status and operational tracking reports, including basic financial and operational summaries.
- Support documentation, workflow processing, and reporting for finance and cross-functional teams.
- Coordinate accounts payable and accounts receivable activities, including AP/AR workflows and basic financial administration.
- Perform data entry and reconciliation to maintain accurate financial and operational records.
- Provide administrative support to shared services and finance teams, including project coordination.
- Handle ad hoc administrative, reporting, and operational coordination needs as priorities change.
- Collaborate with finance, operations, suppliers, and internal stakeholders to support workflows and resolve operational issues.
- Manage multiple priorities independently and follow through with minimal supervision.
Benefits
- Medical insurance
- Dental insurance
- Vision insurance
- Critical illness, accident, and hospital coverage
- 401(k) retirement plan, with pre-tax and Roth post-tax contributions available
- Life insurance, including voluntary Life and AD&D coverage for employees and dependents
- Short- and long-term disability coverage
- Health Spending Account (HSA)
- Transportation benefits
- Employee Assistance Program
- Time off/leave, including PTO, vacation, or sick leave
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What This Job Offers
Job Type
Full-time
Education Level
No Education Listed
