Office Administrator
Doctena
Luxembourg, LU, LU
il y a 5j

Simplifying medical appointments and reducing doctor’s workload is what Doctena is all about.

With more than 10 000 health professionals using our medical calendar and 1.7 million appointments booked every month through its platforms, Doctena is a leading European player present in 6 countries and on a mission to shape the future of digital healthcare.

Doctena is looking for an Office Administrator

Main responsibility includes coordinating activities throughout the Company specifically to ensure

efficiency and orderliness. The role is expected to cover administrative areas mainly in relation to

human resources, customer support and finance activities.

Duties and responsibilities would include :

Human Resources

  • Coordinate and execute HR tasks for new joiners, leavers and other personnel changes in
  • status (HR tool management);
  • Coordinate with service providers / suppliers to update them on day to day employee HR
  • requests / status such as sickness leave, tax cards submission, parental leave and meal

    voucher ordering and distribution; and

  • Expense claim checking and recording.
  • Operational (Customer Support and Finance)

  • SEPA recording / Management;
  • Review and monitoring of customer billing email error and follow-up until resolution;
  • Welcome pack preparation and sending; and
  • Onboarding document creation.
  • Administrative

  • Manage emails, letters, packages, phone calls and other forms of correspondence and
  • appropriately filing / saving relevant documents in an orderly manner (e.g. bank statements,

  • supplier invoices, tax correspondence);
  • Track and replace office supplies as necessary to avoid interruptions;
  • Coordination with the Cleaning service provider;
  • Manage office events such as team / Christmas events; and
  • Assist colleagues whenever possible.
  • Technical skills

  • Completed secondary school or equivalent
  • Excellent working knowledge of English and French language in both writing and speaking. Knowledge of German would be considered as a plus.
  • Good knowledge of MS Office (Outlook, Word, PowerPoint, Excel)
  • Soft skills

  • Must be organized and result oriented with a positive attitude towards changes
  • Ability to multitask and could prioritize to achieve best result / meet deadlines
  • Must be willing to learn and has good attention to detail
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