Team Lead Administration & Office

Description

At Alfadocs , we’re on a mission to transform healthcare. Our software platform makes the daily lives of medical practices and patients easier by streamlining practice management and patient relationships. With our all-in-one, cloud-based solution, healthcare professionals can focus more on care and less on administration.

We take pride in our responsibility to deliver high-performance solutions while fostering a collaborative and respectful environment where everyone’s contributions are valued. We’re driven by a shared passion to make a lasting impact on the healthcare industry, creating a space where both our team and our customers thrive.

About the role

As Team Leader Admin, you will lead AlfaDocs' Administration team (4 people) and own the smooth running of our administrative, finance-support, and office operations in the Milan office. Beyond hands-on execution, you set priorities, safeguard quality and compliance, and act as the reference point for your team and for cross-functional stakeholders. This role is for someone who combines solid operational expertise with the ability to coordinate people and continuously improve processes.

Activities

Team Leadership

• Team coordination: Leading, coordinating, and supporting a team of 4, distributing workload and setting clear priorities.

• Point of reference: Acting as the main escalation point for the team on administrative, finance, and office matters.

• Process ownership: Defining, documenting, and continuously improving administrative procedures and internal workflows.

• Quality & deadlines: Monitoring service levels, deadlines, and quality standards to ensure accuracy and consistency across the team's output.

• People development: Supporting the growth of team members and fostering a "win as a team" culture.

Administration Tasks

• Invoicing: Overseeing the timely and accurate creation of client invoices and ensuring their distribution.

• Balancing: Ensuring all financial records are in order and reconciled 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 insight into the financial health of the company.

Office Management Tasks

• Employees' Travel Management: Organizing and coordinating travel arrangements, 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 for a smooth onboarding.

• Offboarding: Managing the offboarding process, ensuring all necessary steps 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 smooth execution within budget.

Requirements

• 5–7 years of experience in administration and finance/accounting

• Proven experience in managing a team and/or mentoring junior team members

• Solid knowledge of 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 workstreams

• Familiarity with Google Drive, Slack, Gmail

• Fluent Italian & English (at least C1)

• German-speaking skills are a plus

Administrative Info

• Contract : unlimited term contract (1°livello CCNL Commercio)

• Salary range : 38K-42K

• Location: Milan , Italy (Via Eritrea n. 21 20157 (Palazzo Tecniche Nuove)

• Office Model: Hybrid Mode 3 days in the office, 2 days remote

• Working hours : Monday - Friday | 09:00 - 18:00 | 1-hour lunch break

• Trial Period : 6 months

• Equipment : laptop, headphones, keyboard, mouse, smartphone with unlimited data, and a dedicated office monitor

• Start Date : Starting October 2026

Benefits

• Welfare bonus on a monthly basis

• Bonus for paid English or German language courses.

• Training courses, books, workshops, and team-building activities for personal and professional growth.

• Partnership with Serenis (an online psychotherapy platform) - three sessions offered if needed.

• Team Building Budget

• Team Development Budget

• Regular company reunions (yearly meetups, Christmas dinner)

• Snacks and fruit always available in the office, along with good beer at the end of the week.