Administration and Office Manager (All genders)

AtAlfaDocs, 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.

Activities

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.
• Office Management: Overseeing the day-to-day operations of the Munich office, including food, beverage, maintenance, and rent management.
• Event Management: Organizing and managing internal office events, ensuring smooth execution within budget.

• 1–3 years of experience in administration and finance/accounting
• Solid knowledge of accounting principles and familiarity with financial software or tools
• Excellent organizational and time-management skills, with a proven ability to prioritize and manage multiple workstreams
• Familiarity with Google Drive, Slack, Gmail
• Fluent English and German (at least C1)
• Italian-speaking skills are a plus

Administrative Info:

• Contract: fixed term contract (12 months) with the aim of extending it to a permanent contract
• Salary: 35K (flexilbe based on experience)
• Location:Munich, Balanstraße 73, 81541 (Germany)
• 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: October/November 2026

• Welfare with Pluxee (600€ a year)

• 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.
• Regular company reunions (yearly meetups, Christmas dinner)
• Snacks and fruit always available in the office