Office Manager & Administration Milano

Office Manager & Administration
Milano
Lombardia, Milano

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!