Accounts Payable and Payroll Specialist

At Capstan Medical, we’re building one of the most exciting and innovative companies in medtech—developing a first-of-its-kind robotic platform for minimally invasive heart valve treatment. Our team combines surgical robotics, catheter-based delivery, and next-generation implants to transform complex procedures into safer, lower-stress solutions for patients and clinicians alike. As a highly collaborative, hands-on team, we move fast, wear multiple hats, and believe the best ideas can come from anyone. 

Based in Santa Cruz, our unique workspace blends cutting-edge Bay Area innovation with a lifestyle-driven environment near trails, beaches, and open space—creating the perfect place to do meaningful, career-defining work.

We are seeking an experienced Accounts Payable & Payroll Specialist who will be responsible for supporting full-cycle accounts payable functions and administering payroll operations. This role ensures accurate financial processing, regulatory compliance, and timely reporting. The position requires strong attention to detail, customer service skills, and the ability to coordinate with project managers, employees, and vendors.

Accounts Payable (AP)

· Review and process vendor invoices and expense reports

· Maintain vendor files and onboarding documentation

· Process payments via check, ACH, and credit card, including international payments

· Reconcile vendor statements and resolve discrepancies

· Monitor accounts payable aging and manage payment schedules

· Assist with 1099 reporting and business license renewals

· Support month-end and year-end closing processes, including flux analysis of certain vendor accounts

· Document various processes

Payroll Processing

· Coordinate new employee payroll onboarding and system setup

· Maintain payroll records, employee tax setup, and benefit deductions

· Review timekeeping entries and follow up on discrepancies

· Process biweekly and semi-monthly payroll including adjustments, bonuses, and deductions

· Ensure compliance with federal, state, and local wage and hour regulations

· Reconcile payroll records and prepare payroll journal entries

· Maintain payroll reporting and documentation

· Assist with year-end payroll activities including W-2 review and distribution

What you’ll need:

· Bachelor’s degree in Accounting or Finance preferred

· 3–5 years of experience in accounts payable and/or payroll processing. Ability to work independently and as part of a team, be proactive, solve problems and learn new things · Expertise in cloud-based accounting and payroll systems like ADP, QuickBooks, TriNet, QAD experience preferred.

· Strong proficiency in Microsoft Excel (e.g., pivot tables, VLOOKUPs) and a solid understanding of Generally Accepted Accounting Principles (GAAP).

· Attention to detail which is crucial for preventing errors in tax withholdings or vendor overpayments.

· Ability to handle sensitive financial and employee personal information with confidentiality and integrity.

· Manage strict deadlines for both payroll cycles and vendor payment terms.

· Must be comfortable with cross-functional communication by partnering with non-finance teams (R&D, clinical, operations)

· Ability to work in a hybrid work environment, working onsite in Santa Cruz on average 3 days a week

Why join us:

· We offer a fun, fast-paced, collaborative environment where you will be working on transformational technologies in the cardiac healthcare space that can make a meaning impact for patients.

· We offer outstanding benefits with medical, dental, and vision covered at 100% for you and your family, as well as flex time off.

· We thrive in our work-hard, play-hard environment. Bring your bike or running shoes if you’d like or just be ready to enjoy a fun office outing. We enjoy time inside the office and out!

We may use artificial intelligence (AI) tools to support parts of the hiring process, such as reviewing applications, analyzing resumes, or assessing responses. These tools assist our recruitment team but do not replace human judgment. Final hiring decisions are ultimately made by humans. If you would like more information about how your data is processed, please contact us.