Office Manager / Accounts Payable Specialist

Network Optix (Nx) is a global powerhouse in video software development, driven by a mission to empower the creation of intelligent video-based solutions and products capable of converting video into actionable data. Over a decade in the making, the Network Optix Enterprise Video Operating System helps innovative organizations rapidly and affordably build world-class, custom-tailored, enterprise-scale video products and solutions.

Nx is headquartered in Walnut Creek, California with additional locations in Burbank, California, Portland, Oregon, Belgrade, Serbia Taipei, Taiwan, and regional teams distributed across the globe. Recognized on the Inc 5000 Fastest Growing Companies list for 9 years running, we are committed to expanding our teams cross-functionally and globally.

Network Optix aims to power the world’s most intelligent video solutions, with the ultimate goal of carving a path toward revolutionizing the landscape of video technology and transforming how we perceive the world around us.

Nx is growing our Bay Area presence. The Walnut Creek office is our headquarters and newest location. We are looking for an upbeat, motivated, self-starter with exceptional communication skills, attention to detail and the ability to own tasks and projects end-to-end.

Reporting to the VP of Operations, you will be the Administrative Coordinator. Your passion for making the office a great place to be and a smooth sailing ship will promote a seamless place to work at. You have the ability to shift gears at a moment's notice to solve a variety of issues and also have a strong ability to think proactively in order to implement appropriate solutions.

What you’ll be doing

Office Operations & Facilities

• Maintain a clean, welcoming, and well-stocked office environment by managing inventory, supplies, snacks, and workspace organization. 
• Handle incoming mail and deliveries, as well as outgoing mail and shipments, ensuring they are sorted and delivered promptly to the appropriate recipients.
•  Serve as the primary point of contact for third-party vendors and building services, including maintenance, janitorial, landscaping, plant care, and other facility-related needs.
• Conduct research to inform office supply purchasing decisions, track inventory levels, and maintain relationships with vendors to ensure smooth office operations.
• Identify inefficiencies within office operations and collaborate with departments such as HR, Finance, and IT to implement process improvements and optimize workflows.
• Oversee office safety and ensure compliance with health and safety regulations, including managing safety protocols such as safety drills, first aid procedures, and other workplace safety initiatives.

Workplace Experience

• Ensure a seamless and positive workplace experience by greeting and assisting visitors with professionalism and enthusiasm, manage building access through digital systems, and ensure every guest interaction is welcoming, seamless, and aligned with our brand.
• Assist with new hire onboarding logistics, including coordinating equipment shipments, preparing welcome kits, setting up workstations, and managing building access through digital systems. 
• Plan and execute both on-site and off-site events such as team offsites, employee celebrations, internal meetings and company-wide gatherings by overseeing logistics, managing catering, booking venues, and providing on-the-ground support.
• Collaborate closely with the People Team to create and support initiatives that boost employee engagement and enhance the overall workplace experience.

Administrative Support

• Manage the business phone line, ensuring calls are promptly directed to the appropriate person or department.
• Prepare, coordinate, and track domestic and international shipments and deliveries of equipment, company materials, and other operational assets.
• Provide general administrative support such as scanning, printing, filing, and responding to day-to-day office needs. 
• Assist internal teams, including HR, Finance, and others, with ad-hoc administrative tasks and operational support.

Accounts Payable

• Review, code, and process invoices through platforms like Bill.com, ensuring proper documentation, accuracy, and timely payment.
• Support vendor relations by researching and resolving invoice discrepancies and responding to inquiries regarding payment status.
• Support the employee expense reporting process using platforms like Expensify to ensure accuracy, completeness, and policy compliance of expense report submissions.
• Collaborate closely with the Accounting team to ensure financial integrity and identify oppor