About Gapstars
At Gapstars, we partner with some of Europe's most ambitious companies, from disruptive tech startups to established Benelux accounting firms, helping them build high-performing teams in engineering and finance.

Headquartered in the Netherlands, with talent hubs in Sri Lanka and Portugal, we are home to 300+ professionals who thrive on solving real-world challenges with modern solutions. Our teams work across domains, from networking, marketplaces, SaaS, and AI to embedded finance and accounting, delivering scalable solutions that drive meaningful outcomes.

Role Type

Full-time temporary contract | 4 Months | Administrative & Operations

Role Overview

The Administrative Executive ensures the smooth day-to-day operation of the office by coordinating administration, facilities, fleet, procurement, vendors, and employee support.

The ideal candidate is organized, proactive, detail-oriented, and able to manage multiple priorities with professionalism.

Key Responsibilities

1. Office Administration & Operations

• Manage daily office administration, supplies, pantry, cleaning, maintenance, parking, transportation, and workplace facilities.
• Coordinate office upkeep, recreational facilities, plants, and periodic deep cleaning.

2. Facilities & Building Management

• Coordinate with building management on maintenance, repairs, utilities, security, pest control, and other facilities-related matters.
• Conduct regular building and security checks and ensure timely issue resolution.

3. Administrative Support

• Manage documents, records, correspondence, reports, filing, scanning, printing, scheduling, and general administrative tasks.
• Maintain accurate physical and digital records.

4. Fleet & Transportation

• Coordinate company vehicles, driver schedules, daily transportation, fuel usage, vehicle logs, and related issues.
• Monitor transportation costs and operational efficiency.

5. Procurement & Vendor Management

• Manage procurement of office supplies, services, and operational requirements.
• Obtain quotations, compare pricing, negotiate where appropriate, maintain procurement records, and monitor vendor performance.
• Ensure purchases are within approved budgets and procedures.

6. Employee & HR Support

• Provide administrative support for employee onboarding and offboarding.
• Coordinate welcome/farewell arrangements and maintain relevant support staff attendance records.
• Support employee administrative requests in coordination with HR.

7. Communication & Workplace Culture

• Act as a point of contact for office-related communications and coordinate internal announcements.
• Support team events, celebrations, employee activities, and workplace initiatives.

8. Data & Reporting

• Maintain accurate records of office expenses, procurement, fleet, vendors, and facilities.
• Prepare periodic operational and expenditure reports for management.

9. Events & Project Support

• Provide logistical support for meetings, training, workshops, and company events.
• Coordinate venues, refreshments, equipment, transportation, and other requirements.

10. Compliance & Confidentiality

• Ensure administrative activities follow company policies, safety, security, and compliance requirements.
• Maintain confidentiality of company and employee information and report potential risks.

11. Problem Solving & Task Management

• Proactively resolve day-to-day operational issues and follow up on outstanding tasks.
• Prioritize multiple responsibilities, meet deadlines, and take ownership of assigned activities.