Accounts Payable Accounting Operations Specialist

Job Description

Job Description

Accounts Payable & Financial Operations Specialist

Location: Sunnyvale, CA 94086 (* Onsite – local candidates only )

Duration: 3–6 month temp-to-perm (based on performance)

Pay Rate : $38–43/hr + Benefits (Medical, Dental, Vision)

Schedule: Onsite Monday–Friday, 9:00 AM – 5:00 PM (flexibility with start/end times)

Please scroll to the bottom of this posting to review an important Candidate Safety & Fraud Awareness Disclaimer from TCWGlobal.

About the Role

Our client is a cutting-edge research lab focused on building, understanding, and responsibly deploying foundation models. They are globally focused University offering market-relevant AI degrees that prepare future leaders to apply cutting-edge research to real-world challenges. The team is seeking a hands-on Finance Operations Specialist to support day-to-day financial operations in a fast-paced, startup-style environment. This will be the first dedicated finance-focused hire on the team, supporting a growing organization where many financial processes are still manual and still being built out. The ideal candidate will be comfortable rolling up their sleeves, handling day-to-day financial operations, and helping create more structure as the organization scales.

This is a highly operational, detail-oriented role focused heavily on:

• Accounts payable
• Invoice processing
• Expense tracking and reimbursements
• Budget tracking and financial reporting
• Spreadsheet management and financial documentation

The team is looking for someone who is adaptable, proactive, collaborative, and comfortable working in a small but growing environment where processes are still evolving.

Key Responsibilities

Accounts Payable & Expense Management

• Process vendor invoices, payments, and employee expense submissions accurately
• Track invoices and payments using Excel spreadsheets and internal trackers
• Review invoices and reimbursement requests for accuracy, approvals, and supporting documentation
• Maintain organized accounts payable records and supporting financial documentation
• Process employee reimbursements including travel and out-of-pocket expenses
• Maintain vendor payment records and finance-related documentation

Financial Operations & Reporting

• Maintain and update financial spreadsheets for budget tracking and reporting
• Support monthly planned spend vs. actual spend reporting
• Assist with financial reporting, reconciliation activities, and expense tracking
• Maintain organized, audit-ready financial records and documentation
• Support basic accounting and finance operational activities

Banking & Payment Support

• Assist with transaction tracking, payment records, and banking-related documentation
• Support company credit card expense tracking and reconciliation
• Maintain accurate records for vendor payments and financial transactions

Process & Operational Support

• Support a highly manual, spreadsheet-heavy finance environment
• Help improve and organize finance processes as the company grows
• Maintain organized systems for invoices, vendor documentation, and financial records
• Collaborate with cross-functional teams to ensure smooth financial operations

Required Qualifications

• Bachelor’s degree in Accounting, Finance, Business, or related field (or equivalent experience)
• 2–5 years of experience in Accounting/ finance operations
• Must have hands-on experience with: Accounts payable , Invoice processing, Expense tracking and reimbursements and financial documentation and reporting
• Strong experience in Microsoft Excel and spreadsheet management
• Understanding of basic accounting principles (GAAP)
• Comfortable and experience working in a manual spreadsheet-heavy environment
• Exposure to payroll reimbursements or finance-related payroll coordination (Not HR payroll, finance related payroll)
• Experience supporting budgeting, financial tracking, and/or expense reporting
• Comfortable working onsite five days per week in Sunnyvale
• Experience working in a small growing company, startup, or fast-paced environment
• Humble, collaborative mindset with a willingness to support different teams
• Comfortable working closely with researchers, scientists, and cross-functional teams
• No-ego, can do attitude and willingness to take ownership of tasks
• Ability to adapt to evolving processes in a growing organization
• Experience using collaboration tools such as: Microsoft Teams Outlook Zoom Slack

Preferred / Bonus Qualifications

• Experience working in startup, AI, biotech, or research lab, or
• Familiarity with modern banking platforms such as Brex or Mercury
• Exposure to shadow payroll or international payroll processes
• Exposure to phantom stock or equity-related tracking

Additional Information

• This is a highly operational role supporting a small but growing team
• Many processes are still being built, so the ideal candidate must be comfortable helping create structure and organization
• *This role is intended to convert to permanent based on performance – a brand-new role created for the right candidate!
• Team culture values collaboration, flexibility, adaptability, and ownership

TCWGlobal is an equal opportunity employer. We do not discriminate based on age, ethnicity, gender, nationality, religious belief, or sexual orientation.

It is unlawful in Massachusetts to require or administer a lie detector test as a condition of employment or continued employment. An employer who violates this law shall be subject to criminal penalties and civil liability.

Important Candidate Safety Notice

This position has been verified and officially approved by TCWGlobal.

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