Operations & Administration Specialist

About us

At November Five we build digital products that matter. Apps, platforms and experiences used by millions of people.

We’re a team of makers, strategists and operators with different backgrounds but the same mindset: high standards, straight communication and ownership of the outcome.

We’re hard on the work, soft on the people behind it.

Beyond the agency, we operate a broader ecosystem of companies - including ventures, real estate and holding structures. That means our internal operations need to be just as solid as the products we ship.

This role helps keep that engine running. It sits within the Company Operations department and reports to the Head of Company Operations.  

About the Role

We’re looking for a hands-on Operations & Administration Specialist who keeps the organization running smoothly behind the scenes. 

This is a role where you'll touch almost every part of the business. You’ll own the day to day across payroll, finance administration, vendors, facilities, contracts and internal logistics, the connective tissue that holds everything together. One moment you’re answering a payroll question, the next you’re coordinating a supplier contract or organizing travel for a team event.

You won’t be defining strategy. You'll be the person who makes things actually happen - the one others rely on to follow through, stay on top of the details, and bring calm to complexity. That kind of ownership matters here.

You are structured, proactive, and dependable. You take pride in doing things properly, enjoy building order out of moving parts, and find genuine satisfaction in a system that works.

You spot what's slipping through the cracks and fix it before anyone notices.

What you’ll do 

The core focus of this role is payroll coordination and financial administration. You’ll ensure payroll, financial records, and operational processes run accurately and reliably. Beyond that, you’ll support vendor management, HR and office operations, contracts, and internal logistics to keep the organization running smoothly.

Payroll, Compliance & Fleet

• Own end-to-end monthly payroll - accurate, on time, every time. 
• You're the go-to for employees with payroll, leave or benefits questions, and the main liaison with our payroll partner (SD Worx) on updates and social legislation. 

Finance & Accounting Support

• Keep the financial engine humming - invoices, expenses and purchase orders handled cleanly, month-end close supported, and records that are always audit-ready. 
• You work closely with the finance team or external accountant to make sure nothing falls behind.

Vendor & Contract Management

• You own supplier relationships across cleaning, utilities, catering and more - making sure contracts are documented, service levels are met and renewals never sneak up on you. 
• You support onboarding, renegotiations and keep everything running without friction.

Legal & Contract Administration

• Maintain a clean, accessible contract archive and stay on top of every signature flow, renewal date and obligation in DocuSign. Deadlines don't slip on your watch.

HR & Office Operations

• Keep employee records sharp in the HRIS (HiBob experience is a plus), and make onboarding and offboarding feel seamless. 
• You support day-to-day HR admin and are the first friendly face employees turn to with office questions.

Events, Travel & Logistics

• From travel bookings to team offsites, you make the logistics invisible so everyone else can focus on the work. 
• You occasionally cover reception when needed - another chance to be the person who keeps things running.

Your Profile

This is a broad role. We don’t expect you to master everything on day one - but you should bring solid operational experience and a strong sense of ownership.

You likely bring:

• Experience in operations, administration or coordination
• A hands-on mentality - you solve problems instead of escalating them
• Strong organizational skills and attention to detail
• The ability to switch between tasks and priorities quickly
• A pragmatic communication style - direct, clear and professional
• You understand the importance of discretion and handle sensitive information responsibly
• Comfort working with financial data, contracts and structured documentation
• Fluency in Dutch and English
  

Nice to have:

• Experience with Belgian payroll and social legislation
• Familiarity with SD Worx, HRIS systems, Exact Online or DocuSign

What We Offer

• A central role in the operational backbone of the company
• High autonomy and trust in how you manage your work
  A small team with short decision lines
• The chance to support work shipped for projects with real impact Competitive salary package including:

• Meal vouchers

• Health, hospitalization and group insurance

• Company car or mobility budget
• Hybrid working from our Antwerp HQ
• We are open to discuss full-time as well as 80% arrangements for this role