About Gapstars
Gapstars is a Netherlands-based software development services provider that builds remote, agile teams in Sri Lanka and Portugal for innovative tech companies. Today, we are home to 220+ TechStars and innovative minds, turning scalable software into performance products that shape the future. Our partners are highly ambitious tech companies that are looking to conquer their respective markets.
Role
The Administrative Executive is integral to ensuring seamless office operations by managing administrative functions, fleet coordination, procurement, and supporting a positive workplace culture. This role requires adaptability, attention to detail, and excellent organizational skills.
Responsibilities:
1. Administrative and Operational Support:
- Pantry Management
- Coordinate daily transportation logistics.
- Plant Management.
- Oversee daily office cleaning schedules.
- General oversight of the building’s maintenance, including pest control.
- Conduct bi-weekly checks on security logs.
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Provide administrative assistance to the Office Manager and senior leadership.
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Manage documentation, filing, scanning, and correspondence.
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Prepare professional reports, presentations, and memos.
2. Fleet Management:
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Oversee scheduling and maintenance of company vehicles.
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Monitor fuel consumption and maintain vehicle logs.
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Coordinate driver schedules and address vehicle maintenance promptly.
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Ensure compliance with vehicle registration, insurance, and service records.
3. Procurement and Vendor Management:
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Negotiate contracts with suppliers and vendors for cost-effective procurement.
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Maintain accurate purchase order and invoice records.
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Ensure timely delivery of goods and services within budget constraints.
4. Internal Communications & Event Coordination:
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Act as a liaison for internal communications and announcements.
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Foster strong vendor relationships for maintenance, office supplies, and event coordination.
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Support workplace culture by organizing and coordinating team events.
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Provide logistical assistance for training, workshops, and company events.
