Office Manager & Administration

Our goal is to significantly improve the healthcare sector in a completely new way: a software platform that transforms the daily lives of medical practices and patients.

Our vision is a Software as a Service to help digitalize the healthcare industry fast. We developed AlfaDocs, the first 100% all-in-one cloud platform for Patient Relationship &  Practice Management.

Every Alfa begins their journey with a fixed-term contract of 1 year (CCNL Commercio, III Level), with the aim of renewing to an indefinite term and continuing a long path of growth within our organization.

Location: Milan, Via Eritrea n. 21 20157 (Palazzo Tecniche Nuove) / Munich, Dachauerstraße 17, DE-80335

Full Time: Monday - Friday | 09:00 - 18:00 | 1-hour lunch break

Hybrid Mode: 60% office, 40% home office - 3 days in the office, 2 days remote

Start Date: 4th November 2024

Offered Salary (gross): 26-30K

Trial Period: 60 working days (3 months) or 6 months if hired in Germany

In your role, you will be responsible for:

Administration Tasks:

• Invoicing: Managing the timely and accurate creation of invoices for clients and ensuring their distribution.
• Balancing: Ensuring that all financial records are in order and balanced on a regular basis.
• Banking: Managing daily banking activities, including transactions and deposits.
• Cash Collection: Overseeing the collection of outstanding payments and ensuring timely follow-ups with clients.
• Financial Reporting: Preparing monthly reports to provide insights into the financial health of the company.

Office Management Tasks:

• Employees' Travel Management: Organizing and coordinating travel arrangements for employees, ensuring cost-effectiveness and adherence to company policies.
• Inventory Management: Managing office supplies and inventory, including ordering and maintaining sufficient stock levels.
• Accounts Set-Up for New Employees: Coordinating the setup of accounts and IT resources for new hires, ensuring a smooth onboarding process.
• Offboarding: Assisting with the offboarding of employees, ensuring all necessary processes are followed.
• Milan Office Management: Overseeing the day-to-day operations of the Milan office, including food, beverage, maintenance, and rent management.
• Event Management: Organizing and managing internal office events, ensuring they are executed smoothly and within budget.

Requirements

• Fluent Italian
• Advanced English and German (C1 level)
• At least 2-3 years of experience in a similar role, preferably with a focus on administration and finance/accounting.
• Knowledge of basic accounting principles and familiarity with financial software or tools (e.g., Fatture Web, Sportello Cloud).
• Excellent organizational and time management skills, with a proven ability to prioritize and manage multiple tasks.
• Strong attention to detail and ability to handle sensitive financial information with confidentiality.
• Proven ability to solve problems quickly and efficiently.
• Familiarity with Google Drive, Slack, Gmail, and other collaboration tools.
• Excellent written and verbal communication skills.
• Ability to work in a "win as a team" environment in a team of 4.

Benefits

• Equipment: laptop, headphones, keyboard, mouse, smartphone with unlimited data, and a dedicated office monitor.
• Bonus for paid language courses.
• Training courses, books, workshops, and team-building activities for personal and professional growth.
• Partnership with Serenis (online psychotherapy platform) - three sessions offered by us.
• Regular company reunions (yearly meetups, Christmas dinner).
• Snacks and fruits are always available in the office, along with good beer at the end of the week.

The selection process:

1st step - Talent Acquisition (30 min)

2nd step - HR Generalist & Administration (45-60 min)

3rd step - CEO (30 min)

Onboarding and Training: During the onboarding phase at AlfaDocs, you will always have a colleague ready to support you and responsible for your training. Unless otherwise specified, an onboarding period of 1 week is scheduled at our Munich office, where you will have the pleasure of meeting our entire team and visiting the beautiful city!