Program Coordinator

A global automotive company in Mountain View, CA is seeking a highly organized and proactive Program Coordinator to oversee daily administrative operations, including human resources, accounting and finance support, procurement, office administration, corporate compliance, and project coordination.

This role serves as a key liaison among employees, management, vendors, external service providers, legal teams, and business partners. The position also supports the North American Advanced Development (AD) team through contract coordination, event logistics, Salesforce data management, and reporting. It reports directly to the CEO.

Key Responsibilities

1. Human Resources Administration

• Coordinate employee onboarding, offboarding, personnel records, attendance, leave, and timekeeping.
• Coordinate payroll data with service providers and support benefits and insurance administration.
• Assist with recruitment, interview scheduling, candidate communications, training, and performance reviews.
• Address routine employee inquiries and support compliance with employment laws and company policies.
• Maintain confidential HR documentation.

2. Accounting and Finance Administration

• Process accounts payable and receivable transactions, invoices, expense reports, and payment requests.
• Assist with financial reporting, bank and credit card reconciliations, expense monitoring, and budget tracking.
• Coordinate with external accountants, auditors, and tax advisors.
• Maintain accurate financial records and support audits, tax filings, document retention, and internal financial controls.

3. Purchasing and Vendor Management

• Coordinate procurement of office supplies, equipment, and services.
• Obtain quotations, support vendor negotiations, prepare purchase orders, and track deliveries.
• Maintain vendor records and approved supplier lists, monitor inventory, and evaluate vendor performance and pricing.
• Ensure compliance with procurement policies and approval procedures.

4. Office and General Administration

• Oversee daily office operations, facilities, maintenance, repairs, and workplace safety.
• Manage office leases, utilities, service agreements, company assets, and inventory records.
• Coordinate meetings, events, business travel, and visitor logistics.
• Maintain filing systems and corporate documentation.
• Support business continuity and emergency response planning while ensuring a professional and productive workplace.

5. Compliance and Corporate Support

• Maintain corporate registrations, licenses, permits, and renewal schedules.
• Support legal and compliance documentation and coordinate with government agencies and external stakeholders as needed.
• Assist management with policy implementation, internal communications, corporate governance, and company procedures.

6. Advanced Development (AD) Project Coordination

• Coordinate with the legal department to execute and track NDAs, diligence letters (LORs), MSAs, SOWs, event agreements, and related contracts.
• Coordinate logistics for external events, sponsorships, startup and partner meetings, workshops, and training.
• Maintain accurate startup and deal-flow records in Salesforce for the North American AD team.
• Coordinate preparation and distribution of the Weekly Roll-Up.
• Maintain project documentation, meeting records, action items, and follow-up schedules.
• Support stakeholder communication, project tracking, reporting, and other assigned initiatives.

Required Qualifications

• 5+ years of experience in office administration, HR, accounting, procurement, project coordination, or related operations.
• Experience in a U.S.-Japan multinational company environment preferred.
• Experience coordinating vendors, contracts, business partners, or corporate projects desirable.
• Bachelor's degree in Business Administration, Human Resources, Accounting, Finance, Project Management, or a related field preferred; equivalent experience may be considered.
• Proficiency in Microsoft 365, including Excel, Word, PowerPoint, Outlook, and Teams.
• Experience with Coupa or similar procurement and financial systems.
• Proficiency with project management tools such as Asana and Jira.
• Familiarity with Salesforce, SharePoint, and PitchBook.
• Knowledge of HR administration, employment practices, accounting, bookkeeping, and vendor management.
• Strong attention to detail and ability to manage competing priorities independently.
• Ability to handle confidential employee, financial, legal, and business information with discretion.
• Strong interpersonal skills and ability to collaborate across departments and with international business partners.

Key Performance Indicators

• Accurate and timely completion of HR administration, onboarding, offboarding, and payroll coordination.
• Timely processing of invoices, expenses, payments, and financial documentation.
• Effective procurement cost management and vendor performance.
• Timely renewal of registrations and permits, accurate recordkeeping, and minimized audit and compliance findings.
• Reliable office operations with minimal disruption.
• Timely contract coordination, event logistics, Salesforce updates, and Weekly Roll-Up distribution.
• Positive employee and stakeholder satisfaction with administrative support.

Work Environment

• Onsite: 5 days a week in Mountain View, CA
• Hours: Standard business hours with occasional flexibility; periodic early-evening meetings to collaborate with teams in Japan
• Type: 6-month contract with potential conversion to full time based on performance
• Reports to: CEO
• Pay: Up to $65.00/hr DOE