Financial and General Operations Specialist

NextAxiom Technology, Inc.; San Francisco (CA); On-site; USD 65,000 - 85,000; Full time

Job summary

NextAxiom Technology, Inc. is seeking a dependable Operations & Finance Coordinator in San Francisco to support financial administration, executive and employee travel, HR coordination, and office operations.

This hands-on role goes beyond reception and scheduling; you will take ownership of tasks, maintain accuracy under pressure, and adapt as priorities shift throughout the day to ensure efficient business operations.

Qualifications

• At least two years of hands-on operations experience at an IT services or software company with 25-100 employees.
• Ability to work in our San Francisco office five days per week.
• Direct experience with daily business operations, including accounts payable, accounts receivable, expense reports, travel coordination, and office management.
• Strong Excel skills, including formulas, lookups, pivot tables, and reconciling data across spreadsheets.
• Excellent attention to detail and confidence working with numbers.
• Ability to stay calm, organized, and accurate while managing a high workload and competing deadlines.
• Strong work ethic, sound judgment, discretion, and consistent follow-through.
• Willingness to complete applicable employment background screening for a position handling sensitive financial information.

Responsibilities

• Finance and Accounting Support: assist with AP/AR, vendor invoices, customer billing, payment tracking and follow-up collections.
• Timesheets and Project Budgets: review timesheets for completeness, accuracy and project coding; assist with budgets and PO balances.
• HR and Employee Support: coordinate onboarding/offboarding docs, schedule interviews, background screening, maintain confidential records, support payroll prep.
• Office and General Operations: coordinate supplies, vendors, maintenance, events, calendars, and process improvements.

Skills

Operations experience

Excel

Attention to detail

Time management

Discretion and judgment

High workload handling

Background screening willingness

Tools

QuickBooks

Job description

Financial and General Operations Specialist

Must-Have Qualifications

• At least two years of hands-on operations experience at an IT services or software company with 25-100 employees.
• Ability to work in our San Francisco office five days per week.
• Direct experience with daily business operations, including accounts payable, accounts receivable, expense reports, travel coordination, and office management.
• Strong Excel skills, including formulas, lookups, pivot tables, and reconciling data across spreadsheets.
• Excellent attention to detail and confidence working with numbers.
• Ability to stay calm, organized, and accurate while managing a high workload and competing deadlines.
• Strong work ethic, sound judgment, discretion, and consistent follow-through.
• Willingness to complete applicable employment background screening for a position handling sensitive financial information.

About the Role

NextAxiom seeks a dependable, detail-oriented Operations & Finance Coordinator to support financial administration, executive and employee travel, HR coordination, and office operations.

This is a hands-on role with responsibilities beyond reception and scheduling. We need someone who enjoys completing tasks, takes ownership of details, and follows through with minimal reminders.

Our workload can be heavy, and priorities may change throughout the day. The right person can assess urgency, communicate competing deadlines, and stay accurate and professional under pressure.

Key Responsibilities

Finance and Accounting Support

• Assist with accounts payable and accounts receivable, including vendor invoices, customer billing, payment tracking, and follow-up collections.
• Prepare and review expense reports, check receipts, approvals, and project allocations, and ensure compliance with company policies.
• Reconcile credit card transactions and follow up on missing receipts or discrepancies.
• Maintain accurate financial spreadsheets, supporting documentation, and organized records.
• Help track purchase orders, renewal dates, and outstanding financial items.

Timesheets and Project Budgets

• Review employee and contractor timesheets for completeness, accuracy, and correct project coding.
• Follow up on missing submissions and required corrections.
• Help update project budgets, purchase order balances, and reports comparing actual hours and spending against budgets.
• Flag discrepancies, approaching budget limits, and items requiring management review.
• Coordinate with project managers to keep billing and project information current.

HR and Employee Support

• Coordinate onboarding and offboarding documentation, checklists, equipment, and account requests.
• Help schedule interviews and reference checks and coordinate background screening.
• Maintain organized, confidential employee records.
• Support payroll preparation by collecting and checking required information.
• Track outstanding tasks and follow up with employees and managers.

Office and General Operations

• Coordinate office supplies, vendors, maintenance, deliveries, and service requests.
• Order promotional materials and track quantities, deadlines, and delivery.
• Support company meetings, conferences, and employee events, including registration, catering, materials, and logistics.
• Maintain operational calendars, task lists, procedures, and records.
• Identify practical ways to improve recurring processes and reduce errors.
• Provide additional administrative and operational support as business needs arise.

Required Qualifications

• Experience with QuickBooks.
• Experience coordinating executive travel and preparing executive expense reports.
• Familiarity with payroll support and employee benefits administration.
• Experience with purchase orders, client billing, and project budgets in a software or professional services business.