Administration, Accounting And Office Specialist

Alfadocs; Lombardia; Hybrid; EUR 30,000 - 35,000; Full time

Benefits offered by this job

Welfare bonus

Language course subsidy (English/Ger.)

Training courses and workshops

Serenis partnership - counseling

Team Building Budget

Team Development Budget

Yearly reunions

Snacks and beer

Job summary

Alfadocs in Milan is seeking an organised administrator with 2-3 years in finance/admin to join our hybrid team. You will handle invoicing, banking, cash collection, and monthly financial reporting, while coordinating travel, office supplies, and onboarding for new hires.

The role requires Italian and English at least C1, with German a plus, and a 12-month fixed-term contract with potential extension. You’ll work 3 days in the office and 2 days remote, starting November 2026, in a collaborative

Qualifications

• 2-3 years of experience in administration and finance/accounting.
• 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

Responsibilities

• 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.
• 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.

Skills

Organizational skills

Time management

Multitasking

Fluent Italian & English

Tools

Fatture Web

Sportello Cloud

Google Drive

Slack

Gmail

Job description

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.

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.

• 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

• 2-3 years of experience in administration and finance/accounting

• 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: fixed-term contract of 12 months with the intention of extending the contract permanently (3°livello CCNL Commercio)

• Salary range: 30K-35K

• 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: 24 days

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

• Start Date: Starting November 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.