Operations & HR Administrator

About the role

DeepLab is an Athens-based AI research and development company, currently a team of 12, that builds machine learning systems for drug discovery, cancer immunotherapies, brain-computer interfaces and adTech. This role owns the operational backbone of the company: keeping projects, people and finances running, working closely with leadership. It suits someone with a few years of responsibility for administrative, HR or financial processes who wants more ownership in a small, fast-moving company.

Key responsibilities

• Run day-to-day operations: suppliers, contracts, office and equipment, software subscriptions, accounts and travel for conferences and meetings
• Track company-wide deadlines and commitments, and keep records and documentation organised
• Manage HR administration end-to-end with external payroll and accounting partners: onboarding, offboarding, employment records, contracts, ERGANI declarations and leave tracking
• Support recruitment: job postings, candidate communication, interview scheduling and the applicant tracking system, with GDPR-compliant handling of candidate data
• Help shape the team's day-to-day experience: onboarding, internal events and knowledge-sharing sessions
• Handle invoicing, payments, expense tracking and supporting documentation, and act as main contact with external accounting and payroll partners
• Support EU and national funded projects: timesheets, cost tracking, documentation for reports and audits, and preparing and submitting proposals on funding portals
• Correspond with partners, suppliers, public bodies and candidates in Greek and English

Required profile

• 3-5 years of relevant experience in operations, administration, HR or accounting support, ideally in a small company, startup, research organisation or consultancy
• Degree in business administration, economics, accounting, HR or a related field, or equivalent practical experience
• Familiarity with Greek administrative and HR processes (ERGANI, myDATA, EFKA) and experience working alongside an external accountant
• Excellent written and spoken Greek and English
• Discretion with confidential personnel, financial and partner information

Required skills

• Hands-on use of AI tools (e.g. ChatGPT, Claude, Copilot) in daily work, with the judgement to check their output
• Strong spreadsheet skills (Excel or Google Sheets) and comfort with digital tools
• Precision with numbers and details
• Pluses: experience with Horizon Europe or ESPA projects, applicant tracking systems (e.g. Workable), workflow automation (Zapier/Make, scripts), and a research or tech environment

What we offer

• Supplementary private health insurance
• Flexible working hours and remote work opportunities
• Budget for home office equipment and productivity
• Personal development budget and knowledge-sharing sessions
• Newly designed office environment
• Competitive salary based on experience and qualifications