Job Title: Finance Administrative Coordinator (AP)
Job Description
The Finance Administrative Coordinator provides operational and administrative support to the finance team with a strong focus on workflow coordination, systems maintenance, reporting support, project setup activities, and overall process organization. This role centers on keeping day-to-day operational processes running efficiently across Oracle, Harvest, and related systems, ensuring data accuracy, timely processing, and responsive support to internal and external stakeholders. Rather than deep accounting work, the position emphasizes organization, coordination, follow-through, and proactive management of tasks in a fast-paced environment.
Responsibilities
Support day-to-day finance operations by coordinating workflows, maintaining systems, and ensuring smooth process execution.
Review reports regularly and assist with identifying and resolving discrepancies in a timely and accurate manner.
Support supplier and customer setup within Oracle and related ERP systems, including vendor onboarding and data maintenance.
Coordinate invoice processing and approval workflows, ensuring invoices move through the process efficiently and accurately.
Manage incoming mail, documentation, and operational requests, organizing and routing items to the appropriate contacts.
Monitor and triage requests within a shared inbox, prioritizing and responding to inquiries with strong responsiveness and follow-through.
Maintain project setup and ongoing updates within Harvest, ensuring project data remains accurate and current.
Prepare weekly reporting related to project status and operational tracking, including basic financial and operational summaries.
Assist with documentation, workflow processing, and reporting support for finance and cross-functional teams.
Support accounts payable and accounts receivable coordination activities, including AP/AR workflows and basic financial administration.
Perform data entry and reconciliation tasks to help maintain accurate financial and operational records.
Provide administrative support to shared services and finance teams, including project coordination and general administrative assistance.
Support ad hoc administrative, reporting, and operational coordination needs as priorities shift in a fast-paced environment.
Collaborate with finance, operations, suppliers, and internal stakeholders to support cross-functional workflows and resolve operational issues.
Demonstrate ownership mentality by independently managing multiple priorities and following through on tasks with minimal supervision.
Essential Skills
Strong organizational skills with the ability to manage high-volume coordination tasks and multiple priorities.
Proven ability to follow through on tasks and maintain accurate, well-organized documentation.
Comfort working independently with minimal oversight while remaining dependable and accountable.
Strong communication skills, both written and verbal, with a focus on responsiveness and clarity.
Experience supporting operational workflows and cross-functional teams in a fast-paced environment.
Intermediate Excel skills, including comfort with spreadsheets and pivot tables.
Ability to work effectively in ERP systems, including experience with 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 tasks.
Ability to adapt quickly to changing priorities and handle reactive, demand-driven work.
Demonstrated ownership mentality and proactive approach to solving operational issues.
Additional Skills & Qualifications
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 processes 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 that support effective multitasking and prioritization.
Ability to thrive in a fast-paced, reactive environment while maintaining accuracy and professionalism.
Work Environment
The role operates in a fast-paced and collaborative environment that combines structured daily responsibilities with reactive support work driven by business needs. You will work closely with finance, operations, suppliers, and internal teams, interacting frequently across functions to support workflows and resolve operational issues. The position offers an independent work environment with significant ownership and autonomy, where strong multitasking, responsiveness, and attention to detail are essential. You will regularly use ERP systems such as Oracle, project tools like Harvest, and Excel to manage data, reporting, and coordination tasks. This opportunity sits within a medical device setting and provides exposure to cross-functional business operations, ERP systems, reporting, and process coordination while working on a team that values reliability, ownership, adaptability, and continuous support of critical finance operations.
Job Type & Location
This is a Contract to Hire position based out of Fremont, CA.
Pay and Benefits
The pay range for this position is $30.00 - $35.00/hr.
Individual compensation offered for this position within this range will depend on many factors, including qualifications, skills, relevant experience, job knowledge, geographic location, internal equity, and other pertinent job-related factors.
Eligibility requirements apply to some benefits and may depend on your job classification and length of employment. Benefits are subject to change and may be subject to specific elections, plan, or program terms. If eligible, the benefits available for this temporary role may include the following: Medical, dental & vision Critical Illness, Accident, and Hospital 401(k) Retirement Plan Pre-tax and Roth post-tax contributions available Life Insurance (Voluntary Life & AD&D for the employee and dependents) Short and long-term disability Health Spending Account (HSA) Transportation benefits Employee Assistance Program Time Off/Leave (PTO, Vacation or Sick Leave)
Job Type & Location
This is a Contract to Hire position based out of Fremont, CA.
Application Deadline
This position is anticipated to close on Nov 6, 2026.
Workplace Type
This is a fully onsite position in Fremont,CA.
About Aston Carter
Aston Carter provides world-class corporate talent solutions to thousands of clients across the globe. Specialized in accounting, finance, human resources, talent acquisition, procurement, supply chain and select administrative professions, we extend the capabilities of industry-leading companies. We draw on our deep recruiting expertise and expansive network to meet the evolving needs of our clients and talent community with agility and excellence. With offices across the U.S., Canada, Asia Pacific and Europe, Aston Carter serves many of the Fortune 500. We are proud to be a ClearlyRated Best of Staffing® Platinum Award winner for both client and talent service.
The company is an equal opportunity employer and will consider all applications without regard to race, sex, age, color, religion, national origin, veteran status, disability, sexual orientation, gender identity, genetic information or any characteristic protected by law.
If you would like to request a reasonable accommodation, such as the modification or adjustment of the job application process or interviewing process due to a disability, please email astoncarteraccommodation@astoncarter.com (%20astoncarteraccommodation@astoncarter.com) for other accommodation options.
San Francisco Fair Chance Ordinance: Pursuant to the San Francisco Fair Chance Ordinance, for all positions located in the city and county of San Francisco, we will consider for employment qualified applicants with arrest and conviction records.
Massachusetts Lie Detector: 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.
Use of Artificial Intelligence (AI): We may use Artificial Intelligence (AI) to support parts of our hiring process, including sourcing, screening, and evaluating candidates. AI helps assess applications and qualifications, but final decisions are made by our hiring team. By applying, you acknowledge and agree that your application may be reviewed using AI tools.
