Office manager / Administrative Coordinator

Network Optix (Nx) is a 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 Platform helps innovative organizations rapidly and affordably build world-class, custom-tailored, enterprise-scale video products and solutions.

We have locations in Walnut Creek, CA, Burbank, CA, and Oregon in the USA, and distributed teams around the globe (Taiwan, Australia, France, Spain, and Serbia to name a few). Nx is profitable and actively invests in expanding into new domains. We are growing our teams cross-functionally and across the globe.

This position is based in Belgrade, Serbia, and is 100% onsite. It’s a temporary position with 1 year contract to cover our colleague’s maternity leave period

 

What you’ll be doing:

Office Management

• Act as the main liaison for office building related matters and coordinate with external vendors such as cleaners, repair services, maintenance personnel and landlords

• Oversee daily office operations and ensure a well-organized and efficient environment.

• Provide access control for vendors and manage the receipt and shipment of packages including inventory control

• Organize and oversee the import/export of office equipment in collaboration with forwarders.

• Organize and coordinate internal and external meetings, including booking hotels for visitors and arranging transportation for arrivals and departures.

• Track and manage office budgets and expenses.

• Process and archive invoices, ensuring timely payment and accuracy.

• Provide support for team-building activities and company events.

• Builds relationships with colleagues and fosters a positive and engaging office environment

• Collaborate with internal partners such as Executive Assistants (EAs), HR, IT, and team leaders to support office operations.

• Maintain a clean and organized office environment, including purchasing and stocking office supplies and other inventory.

• Help document and enhance operational processes, such as managing regular maintenance programs (e.g., janitorial services, patching, and painting).

• Maintain and organize office records, files, and documentation.

• Handle scanning, archiving, and retrieval of important documents.

• Assist with payroll, documentation, and administration coordination tasks as needed.

• Ensure compliance with health and safety regulations and standards.

• Evaluate current services and processes, and recommend improvements.

• Perform ad-hoc tasks and projects as required to support office functions.

• Assist with special projects or initiatives as assigned by management.

Expat Support

• Provide local support for expat team members to help them navigate language and bureaucratic challenges. This includes assistance related to banking, landlords, communal services, etc.

• Explain and guide expat team members through the bureaucratic or customary processes

• Translating as needed

• Providing guidance and recommendations to team members as a local expert.

What we’re looking for

• Strong English language skills (written and spoken)

• Strong Serbian language skills (native speaker preferably) with life experience in Serbia, Belgrade preferably

• 2+ years experience as an Administrative Assistant

• Previous work experience in Office Operations in a growing company highly desirable

• Organizational Skills: Ability to manage multiple tasks and prioritize effectively.

• Technical Proficiency: Competence in office software (e.g., MS Office, Google Workspace).

• Problem-Solving: Ability to troubleshoot and resolve office-related issues.

• Interpersonal Skills: Strong ability to interact with internal teams and external vendors.

• Strong attention to detail and ability to prioritize tasks under tight deadlines

• Excellent verbal, written, and interpersonal communication skills, able to engage

• Service-oriented mindset

• Ability to manage projects end-to-end (from start-to-completion) including delegation of tasks to other participants or proxies, and take ownership of completion of all related tasks.

• Committed to a growth mindset and open to receiving feedback for continuous improvement

• Willingness to contribute to projects or tasks outside of core responsibilities

Highly desired

• Experience of supporting HR and administrative tasks related to Immigration

• Experience with globally distributed teams/diverse workforce

• Conversational Russian language skills

 

We are offering

• Competitive remuneration

• Paid leaves

• Flexible working hours

• Onsite work in our brand-new comfortable office located in Milutina Milankovića, 1a

• Employment contract in Serbia

• Private medical insurance

• Working with top industry experts in our international team

Network Optix is an equal opportunity employer committed to diversity and inclusion in the workplace. We celebrate the diversity of our workforce, which includes people of all cultural, national, racial, gender identities, and those who have served in the military. We strive for an environment where creativity and collaborative growth thrive. If you have a disability or special need that requires accommodation, please let us know. 

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