Office Manager

3 giorni fa

Milano, Provincia di Milano; Lombardia, Italia Gemmo AI Tempo pieno

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We offer two types of position, depending on your experience:

No work experience, with a Bachelor’s or Master’s degree (e.g. economics, business administration, HR): we offer you an internship
At least 1 year of experience in office management, HR administration or operations: we offer you a full-time position

About Us

We are an AI startup founded in 2020, headquartered in Dublin, Ireland, with an AI Lab in Milan, Italy. Our expertise spans machine learning and generative AI for financial services.

At Gemmo AI, we build custom AI solutions that combine automation with human insight. We use a modular approach. First we explore the highest-impact opportunities, then we design and deploy tailored solutions, and finally we help improve and maintain them over time.

We believe in responsible, pragmatic AI: systems that integrate into real workflows, provide measurable value, and remain under the client’s control.

Our Team

Forward Deployed Engineers: 25 people, including 4 Ph.D.s
Leadership: 4 people

We are a lean, technical-first team, and we’re growing fast. We plan to add 17 engineering roles before the end of the year. We need someone to make sure the Milan office, and the people in it, run smoothly.

The Role

The Office Manager owns the operational backbone of our Milan office, end to end. That covers payroll and benefits, purchasing, onboarding new hires, and the office itself. There’s no handoff chain: you run the process, you keep it documented, and you improve it.

In practice, the role combines three areas:

People operations: onboarding and offboarding, payroll preparation, meal vouchers, leave tracking, and support for hiring
Administration & finance support: company-card purchasing, collecting invoices and receipts, and working with our external accountant and payroll consultant
Facilities: the office lease and rent, suppliers, supplies, and making the office a place people want to come to

Most of our processes are already written down as step-by-step guides. You’ll run them, and you’ll be expected to improve them and write new ones.

What You’ll Do

Interns take on these processes progressively, working alongside the Operations team before running them independently.

Run the monthly payroll cycle for our Italian entity: collect attendance data, liaise with the payroll consultant, check payslips, and prepare salary payments
Purchase and distribute meal vouchers (Ticket Restaurant, via Edenred)
Onboard new hires, covering contracts, equipment, accounts, and a warm first day. Offboard leavers cleanly
Handle purchases for the Milan office with company cards, and keep every receipt reconciled
Manage the Milan office rent, the landlord relationship, and suppliers
Support hiring: collect candidate lists from universities, post job announcements on university career boards, and schedule interviews
Track holidays and permessi, and keep HR records up to date
Organise team logistics, including travel for the annual Dublin offsite and company events
Keep our process guides current and write new ones when something isn’t documented yet

This is not a reception role. You’ll own processes that directly affect every person in the company, from day one.

What You Will Learn

How payroll, benefits and employment admin work in an Italian company that is part of an Irish group
Working with accountants, payroll consultants and suppliers as the company’s point of contact
Designing and documenting repeatable operational processes
Automating routine admin work with AI tools. You work at an AI company, and we use what we build

Who You Are

You have a degree in economics, business administration or a related field, or at least 1 year of experience in office management, HR administration or operations
You’re organised and reliable: deadlines like payroll don’t slip on your watch
You’re comfortable with

Office Manager

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