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DeepLab
DeepLab
11 – 50 Employees
ConsultingHealthcareMarketing
DeepLab develops machine learning and artificial intelligence solutions for organizations building data-intensive products. Its work spans scalable ML infrastructure, model deployment, performance monitoring, and algorithmic systems for applications such as recommendation, cybersecurity, and fraud detection. The company also supports AI adoption through technical strategy and integration, combining applied engineering with research in machine learning and deep learning across sectors including healthcare, consulting, and marketing.
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Operations and HR Administrator (Hybrid, Athens)

Own day-to-day operations, HR administration, finance support, and EU-project coordination for DeepLab’s Athens-based AI research and development business. The role combines hands-on administration with process improvement across a growing team.

GRGreeceHybridFull-timeMiddleSeniorGreek RequiredEnglish RequiredHuman Resources

Description

  • Coordinate daily operations, including suppliers, contracts, office resources, equipment, software accounts, subscriptions, and travel for conferences and project meetings.
  • Monitor company deadlines and commitments, following up until each is completed.
  • Maintain well-organised company records and documentation.
  • Manage the full HR administration cycle, from onboarding and offboarding to employment records, contracts, ΕΡΓΑΝΗ declarations, and leave tracking.
  • Assist recruitment by publishing roles, communicating with candidates, scheduling interviews, managing the applicant tracking system, and handling candidate data in line with GDPR.
  • Help deliver onboarding activities, internal events, and knowledge-sharing sessions.
  • Process invoices, payments, expenses, and related supporting records.
  • Act as the primary liaison with external accounting and payroll providers.
  • Keep financial records accurate and ready for audit.
  • Assist with the administrative and financial coordination of EU- and nationally funded projects, including timesheets, cost monitoring, and periodic reporting or audit records.
  • Prepare and submit proposal materials through EU and national funding portals, coordinating deadlines and documentation with engineers and researchers.
  • Manage communications with partners, suppliers, public authorities, and candidates in Greek and English.
  • Partner with DeepLab leadership and external accountants to build efficient, practical operating processes.

Requirements

  • Bring 3–5 years of relevant experience in operations, administration, HR, or accounting support, ideally from a small company, startup, research organisation, or consultancy where you managed varied responsibilities and improved processes end to end.
  • Hold a degree in business administration, economics, accounting, HR, or a related discipline, or offer equivalent practical experience.
  • Understand Greek administrative and HR procedures such as ΕΡΓΑΝΗ, myDATA, and ΕΦΚΑ, and have experience collaborating with an external accountant.
  • Think independently and critically: identify the purpose of a task, recognise gaps or inconsistencies, and propose well-reasoned solutions.
  • Use AI tools such as ChatGPT, Claude, or Copilot in everyday work for drafting, summarising, organising information, or automating repetitive tasks, while carefully reviewing their output. Technical training is not required, but curiosity and continuous learning are important.
  • Work confidently with Excel or Google Sheets and adapt easily to digital tools.
  • Apply a high level of numerical and administrative accuracy.
  • Communicate fluently in written and spoken Greek and English.
  • Handle confidential personnel, financial, and partner information with discretion.
  • Experience with the administrative or financial management of Horizon Europe or ΕΣΠΑ-funded projects is a strong advantage.
  • Experience using an applicant tracking system such as Workable or other HR software is a strong advantage.
  • Experience automating workflows through advanced spreadsheets, Zapier, Make, or simple scripts—or a genuine interest in developing these skills—is a strong advantage.
  • Experience in a research, technology, or scientific setting is a strong advantage.

Benefits

  • Supplementary private health insurance.
  • Flexible hours with opportunities to work remotely.
  • A budget for home-office equipment and productivity tools.
  • Personal development funding plus knowledge-sharing sessions.
  • A newly designed, inspiring office environment.
  • Competitive pay determined by experience and qualifications.

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