{"id":2983828,"url":"https://alion.io/job/deeplab-operations-hr-administrator","title":"Operations & HR Administrator","company":{"id":30743,"name":"Deeplab","domain":"deeplab.ai","url":"https://alion.io/company/deeplab","size_band":null,"is_staffing_agency":false,"employer_type":"direct","is_intermediary":false,"listed_via":null,"ats_vendor":"Workable","truth_index":null},"role":"MedTech","role_family":"MedTech","seniority":null,"employment_type":"full_time","work_mode":"remote","remote_scope":"stated_countries","remote_scope_basis":"board_field","remote_working_hours":null,"hiring_geo_confidence":"structured","locations":["Athens, Greece"],"countries":["GR"],"hiring_countries":["GR"],"hiring_countries_total":1,"salary":null,"salary_estimate":{"min_usd":26000,"max_usd":66000,"period":"year","method":null,"sample_n":215},"experience_years_min":null,"visa_sponsorship":false,"relocation_package":false,"has_equity":false,"technologies":[{"name":"ChatGPT","optional":false},{"name":"Claude","optional":false},{"name":"Copilot","optional":false},{"name":"GDPR","optional":false},{"name":"Google Sheets","optional":false},{"name":"Machine Learning","optional":false},{"name":"Zapier","optional":false}],"status":"live","first_seen_at":"2026-09-25T00:00:00Z","employer_posted_date":"2026-09-25","last_verified_at":"2026-10-29T22:48:26Z","board_verified":true,"closed_at":null,"days_open":35,"trust":{"level":"ok","repost_count":null,"flags":[],"days_open":35},"description":"About Deeplab\nDeeplab is an Athens-based AI research and development company. We design and build machine learning systems for hard, real-world problems: drug discovery with virtual screening of billions of molecules, cancer immunotherapies, brain-computer interfaces, and adTech systems serving millions of daily users.\nMuch of our work runs through EU-funded research projects such as Horizon Europe, plus national programmes, where we partner with universities, research institutes and companies across Europe. The rest is applied work that turns research into working prototypes and products. We're currently a close-knit team of 12 and growing, so everyone's work is visible and everyone's contribution matters. We combine academic rigor with entrepreneurial agility: methodical research, meaningful deliverables, and an inspiring culture built on long-standing team chemistry.\nThe Role\nDeeplab runs on two engines: the research our engineers do, and the operational backbone that keeps projects, people and finances running. This role owns the second.\nYou'll make sure things get done well and on time: deadlines have owners, paperwork is ready before it's needed, new colleagues are onboarded properly, invoices and project costs are tracked accurately, and every loose end gets tied up. You'll work directly and closely with Deeplab's leadership.\nThe role suits someone with a few years of real responsibility for administrative, HR or financial processes who is ready for more ownership in a small, fast-moving company. It's a hands-on role: you'll build and run the processes yourself and keep improving them, increasingly with the help of AI tools.\nWhat you'll do\nOperations & administration\nRun day-to-day operations: suppliers, contracts, office and equipment, software subscriptions and accounts, and travel for conferences and project meetings.\nTrack company-wide deadlines and commitments, and follow them through to completion.\nKeep company records and documentation organised so anything can be found when it's needed.\nPeople & HR\nOwn HR administration end-to-end, in coordination with our long-standing external payroll and accounting partners: onboarding and offboarding, employment records, contract coordination, ΕΡΓΑΝΗ declarations and leave tracking.\nSupport recruitment: job postings, candidate communication, interview scheduling and our applicant tracking system, with GDPR-compliant handling of candidate data.\nHelp shape the team's day-to-day experience: onboarding, internal events and knowledge-sharing sessions.\nFinance & accounting support\nHandle day-to-day financial administration: invoicing, payments, expense tracking and supporting documentation.\nAct as the main point of contact with our external accounting and payroll partners\nKeep financial records accurate and audit-ready.\nResearch project administration\nSupport the administrative and financial side of our EU and national funded projects in collaboration with external grant consultants: timesheets, cost tracking, and documentation for periodic reports and audits.\nHelp prepare and submit proposal documents on EU and national funding portals, coordinating deadlines and paperwork with our engineers and researchers.\nCommunication\nHandle correspondence with partners, suppliers, public bodies and candidates, in Greek and English.\nHow we work\nClose collaboration. You'll work alongside a small leadership team, as well as our external accounting partners, with open and direct communication in all directions. We value your perspective, especially when you see a better way to do something.\nOwnership. Your area is yours: you see tasks through to completion and shape how they're done.\nOutcomes over formalities. Every process should serve the work. You understand why each one exists and keep it lean, sensible and effective.\nThinking it through. When a request comes in, you consider what it's really for and bring a proposal to the table. We discuss and decide together.\nA research rhythm. Proposal and reporting deadlines bring focused, high-energy periods, and calmer stretches leave room to improve how we work.\nAI in daily work. We use AI tools every day, and you'll have room to explore them and grow how you use them.\nTwo languages. We work in both Greek and English.\nYou'll enjoy this role if you like variety and responsibility, and want to see the direct impact of your work on a growing company.\nRequirements\n3-5 years of relevant experience in operations, administration, HR or accounting support, ideally in a small company, startup, research organisation or consultancy where you covered a broad range of responsibilities. What matters most is that you've owned processes end-to-end and improved them along the way.\nA degree in business administration, economics, accounting, HR or a related field, or equivalent practical experience.\nWorking familiarity with Greek administrative and HR processes (e.g., ΕΡΓΑΝΗ, myDATA, ΕΦΚΑ) and experience working alongside an external accountant.\nIndependent, critical thinking: you understand the purpose behind a task, spot what's missing or inconsistent, and come back with a well-reasoned proposal.\nHands-on use of AI tools (e.g., ChatGPT, Claude, Copilot) in your daily work, such as drafting, summarising, organising information and automating repetitive tasks, together with the judgement to check what they produce. No technical background is needed; curiosity and the drive to keep learning are what count.\nStrong spreadsheet skills (Excel or Google Sheets) and comfort with digital tools in general.\nPrecision with numbers and details.\nExcellent written and spoken Greek and English.\nDiscretion with confidential personnel, financial and partner information.\nStrong pluses\nExperience with the administrative or financial side of Horizon Europe or ΕΣΠΑ-funded projects.\nExperience with an applicant tracking system (e.g., Workable) or HR software.\nExperience automating workflows (advanced spreadsheets, Zapier/Make, simple scripts), or a genuine interest in learning how.\nExperience in a research, tech or scientific environment.\nBenefits\nSupplementary private health insurance.\nFlexible working hours and remote work opportunities.\nBe part of a company building advanced AI with real-world impact.\nBudget for home office equipment and productivity.\nPersonal development budget and knowledge-sharing sessions.\nNewly designed and inspiring office environment.\nCompetitive salary based on experience and qualifications.\nInformation about how we process your personal data: https://deeplab.ai/wp/wp-content/uploads/2026/08/Job-Applicants-about-the-Processing-of-Personal-Data-v1.0.pdf","description_format":"text","description_chars":6641,"description_truncated":false,"requirements":{"experience_years_min":null,"management_years_min":null,"team_size_min":null,"manages_managers":false,"education":null,"security_clearance":false,"languages":[{"language":"Greek","level":"All levels","optional":false}]},"benefits":["Flexible schedule","Health insurance","Home office"],"hiring_locations":[{"name":"Greece","iso":"GR","kind":"country"}],"hiring_excludes":[],"relocation_offered":false,"industries":["Machine Learning","MLOps","AI Consulting & Integration"],"lifecycle":[{"event":"open","at":"2026-10-21T08:07:34Z"}],"visa":[],"liveness":{"score":20,"band":"cold","label":"Long shot","p_open":0.6,"p_active":0.616,"p_room":0.55,"age_days":34,"expected_fill_days":27,"reasons":["seen:34","win:tail"],"computed_at":"2026-10-29T05:49:05Z"},"pay":null,"html_url":"https://alion.io/job/deeplab-operations-hr-administrator","json_url":"https://alion.io/job/deeplab-operations-hr-administrator.json","meta":{"generated_at":"2026-10-30T04:03:59Z","cache_seconds":300,"methodology":"https://alion.io/methodology","terms":"https://alion.io/terms","contact":"https://alion.io/contact","api":"https://alion.io/developers","about":"Alion is a live layer of people, companies and AI agents: who they are, whether they are real and active right now, what they do and how to work with them, readable by people and by agents and paid per call.","catalog":"https://alion.io/catalog.json","usage":{"tier":"crawler_verified","counted_by":"address","units_charged":1,"used_today":5486,"day_limit":null,"remaining_today":null,"minute_limit":300,"resets_at":"2026-10-31T00:00:00Z"}},"offers":[{"id":"company.slices","title":"One company in depth, by slice","status":"live","price":{"credits":0.02,"usd":0.002,"plus_per_slice":{"credits":0.05,"usd":0.005}},"unit":"per company, plus each slice with data","note":"the employer in depth","call":{"mcp_tool":"get_company","arguments":{"id":30743},"rest":"https://alion.io/mcp/rest/get_company?id=30743"},"human":"https://alion.io/catalog?offer=company.slices&for=job%2Fdeeplab-operations-hr-administrator"},{"id":"market.stats","title":"A market slice: pay, demand and time to fill","status":"live","price":{"credits":1,"usd":0.1},"unit":"per slice","note":"pay, demand and time to fill for this role and place","call":{"mcp_tool":"market_stats"},"human":"https://alion.io/catalog?offer=market.stats&for=job%2Fdeeplab-operations-hr-administrator"},{"id":"job.search","title":"Open jobs by role, technology, place, pay and visa","status":"live","price":{"credits":0.02,"usd":0.002},"unit":"per posting in a list","note":"similar open postings","call":{"mcp_tool":"search_jobs"},"human":"https://alion.io/catalog?offer=job.search&for=job%2Fdeeplab-operations-hr-administrator"},{"id":"company.verify","title":"Is this company real and active right now","status":"pilot","price":null,"unit":"per company","request":{"url":"https://alion.io/catalog/request","method":"POST","body":"{\"offer\": \"company.verify\", \"for\": \"job/deeplab-operations-hr-administrator\", \"note\": \"what you need it for\"}"},"human":"https://alion.io/catalog?offer=company.verify&for=job%2Fdeeplab-operations-hr-administrator"}],"agent":{"mcp":"https://alion.io/mcp/jobs","mcp_open":"https://alion.io/mcp/open","next":[{"tool":"get_job","arguments":{"id":2983828}},{"tool":"search_jobs","arguments":{"company":"deeplab.ai","detail":"compact"}},{"tool":"match_people","arguments":{"job_id":2983828},"note":"people open to offers who fit this vacancy"}],"note":"The same data through MCP tools: https://alion.io/mcp/open needs no sign-in (compact searches, postings, people); https://alion.io/mcp with an Alion account has everything. Docs: https://alion.io/developers"}}