Office Manager

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,…