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 :
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.
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.
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)
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