Team Leader Admin

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.

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.

• 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.

• 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.

• 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

• 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 September/October 2026

• Welfare with Coverflex (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