Admin Assistant

Job description
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

We are seeking a dynamic and professional Admin Assistant to join Gapstars. As the first point of contact for our company, you will play a crucial role in creating a positive and welcoming atmosphere for employees, clients, and guests.

Administrative Support:

• Provide assistance in administrative tasks, including sorting mail, managing courier deliveries, overseeing office supplies restocking and maintaining buffer stocks.
• Support scheduling and coordination of meetings, appointments, and handling the issuance and coordination of equipment and supplies for the community.
• Communicate effectively with employees and guests to provide necessary information.
• Handle inquiries and provide basic information about the organization.
• Monitor and control security and access to the premises.
• Collaborate with the security team to ensure a secure environment.
• Assist in the planning and coordination of company events and meetings.
• Ensure meeting rooms are set up and equipped with the necessary technology.
• Assist with supplies essential for the events inside and outside the office premises.
• Assisting the Office Manager to coordinate the drivers and activities of the designated transport route arrangements.
• Assist in petty cash management.

Front Desk Management:

• Greet and welcome visitors with a positive and friendly attitude.
• Manage incoming calls and direct them to the appropriate person or department.
• Maintain a tidy and organized reception area.
• Assist visitors with sign-in procedures and provide them with relevant information.
• Notify employees of visitor arrivals and ensure a smooth visitor experience.