Administration and compliance officer

About the role

We’re looking for someone who likes when things are clear, correct, and done properly. The kind of person who actually reads the fine print and spots what others miss. This role lives in our administration team, a small but mighty group that keeps Mixvoip running. From paying invoices and handling salaries to managing contracts, company cars, and office logistics.

But this isn’t just an admin position. Over time, you’ll take the lead on compliance and legal topics: GDPR, ISO 27001, DORA, NIS2, AI Act, contracts, and the endless list of rules that come with being a telecom and IT provider in Europe. Don’t worry, we don’t expect you to know them all on day one. What matters is curiosity, a structured mind, and the drive to understand how things work.

If you enjoy variety, love the details, and find legal matters genuinely interesting, you'll fit right in. On the other hand, if you think reading contracts is boring, this job isn’t for you.

What the administration department does

Behind every signed deal, new hire, or customer project, the administration team makes sure things add up and stay compliant. They handle the company’s daily operations on both the financial and legal sides. They pay vendor invoices and salaries, book and verify expenses, and maintain accurate accounts. They manage relations with banks, insurers, and suppliers, and make sure the right documents are always in place.

They also review every contract, NDA, and legal agreement before it is signed. Their job is to identify risks, ensure terms protect Mixvoip’s interests, and keep all legal documents, including our general terms and conditions, up to date. When a customer delays payment or disputes a bill, the team steps in to manage communication, resolve issues, and, if needed, prepare legal action.

Mixvoip works with an external law firm when the stakes are high, but our goal is to build as much knowledge in-house as possible. When the risk is measurable, we prefer to handle cases ourselves.

The team coordinates payroll and employee administration across Luxembourg, Germany, Belgium, and France, ensures compliance with labour regulations, and manages communication with public institutions. They also oversee suppliers for maintenance, cleaning and office operations to keep our work environment running smoothly. Coffee, food, and other beverages, it all falls under their responsibility.

It’s a team that combines structure, legal awareness, and hands-on problem-solving, turning complex rules and daily details into order.

Your mission

You will be part of everything described above, accounting support, HR processes, supplier coordination, and contract management, but your main focus will be to take ownership of legal and compliance topics inside Mixvoip.

Until now, these tasks have been spread across several departments. With your arrival, we want to bring them together under one person who can create structure, continuity, and expertise. You will work closely with our CTO and team leads to make sure Mixvoip stays compliant with all regulations that apply to our telecom and IT activities.

This includes maintaining and improving our ISO 27001 framework, managing GDPR documentation in Sypher, and following up on new regulations like DORA, NIS2, CRA, PSF, and the EU AI Act. You will coordinate audits, update internal policies, train staff when needed, and make sure compliance is more than just paperwork, it’s part of how we work.

Over time, this role can grow into Mixvoip’s central point of reference for governance, compliance, and risk management.

Key responsibilities and tasks

Administration

• Managing office supplies and equipment
• Coordinating facility maintenance and repairs

Legal

• Review, draft, and maintain company contracts, NDAs, and general terms & conditions.
• Ensure all agreements protect Mixvoip’s interests and comply with applicable laws.

Human resources

• Managing employee preboarding and onboarding procedures
• Administering employee benefits (e.g. parental leave, sick leave, holidays)
• Keeping track of absences and sick leaves, and ensuring proper follow-up
• Handling HR declarations (RTS, CIE, CNS, STM) and related payroll documentation
• Maintaining and updating HR databases and software systems (Tempus, ADSEL, Salary.lu …)

Compliance

• Ensure compliance with EU and national regulations (GDPR, ISO 27001, DORA, NIS2, AI Act, CRA, PSF, etc.).
• Maintain and improve the company’s ISO 27001 information security framework.
• Coordinate internal and external audits related to compliance and certifications.
• Manage GDPR documentation and data protection requests (inside Sypher.eu or similar tools).
• Draft and update internal policies, procedures, and registers.

What do we need from you?

• Excellent communication skills in English and French (German or Luxembourgish are strong assets)
• Curiosity and willingness to learn about the B2B ICT market, services, customers, and products
• A passion for AI tools, especially in legal and compliance topics
• Comfortable using ticketing systems
• Experience with Notion is a plus
• We’re a small team, so hands-on attitude, willing to handle admin tasks
• Excellent organizational skills and attention to detail
• Ability to manage multiple responsibilities with autonomy and discretion.