Operations & Office Manager - Milan (L.68/99)

This role is reserved for candidates enrolled in the protected categories list under Italian Law 68/1999.

If you are here, it is because you know that we are looking for an Operations & Office Manager .

indigo.ai is the leading platform in Italy for building next-generation AI Agents that transform the way companies communicate with their customers. Since 2016, we’ve been helping enterprises in industries such as finance, insurance, utilities, retail, and e-commerce to evolve their Customer Experience through conversational AI. We don’t just “sell software”: we enable a shift in how organizations interact with people, automating millions of conversations every year, reducing operational costs, improving conversion rates, and creating more personalized, scalable, and compliant customer journeys.

Now we are on a mission to scale this technology globally. To do so, we are looking for an Operations & Office Manager to join our Operations team and become a key support in running the day-to-day life of our office and the operational backbone of the company.

What are we looking for?

We are looking for a motivated Operations & Office Manager to help indigo.ai scale our daily processes following our recent phase of growth. In this position, you will be a core member of the Operations team, reporting directly to our COO. Your impact will be immediate and tangible: you will become the reference point for our Milan office, ensuring smooth operations, resolving day-to-day bottlenecks, and directly enabling the entire company to work at its highest potential. As indigo.ai continues to expand, this role offers a clear path for growth. Starting with a hands-on approach, you will have the opportunity to evolve into a broader Operations Management position, taking on strategic projects and increasing responsibilities over time.

Key Responsibilities:

• Be the everyday reference point for our Milan office: welcome visitors, coordinate suppliers and deliveries, keep supplies and common spaces in order.

• Manage company devices end-to-end: track inventory, assign hardware to new hires, coordinate shipments and returns.

• Support onboarding and offboarding logistics: welcome kits, workstation setup, badges, access provisioning and revocation.

• Maintain personnel documentation on Google Workspace and Notion: TFR allocation requests, smart working notices, signed policies, contracts and other recurring HR paperwork.

• Coordinate mandatory occupational health visits and workplace safety training with our external providers.

• Support business travel logistics for the team: flights, accommodations, bookings and travel-related paperwork.

• Support the CFO and the Finance team on payment operations, acting as a coordination point with suppliers and clients on invoices, expense reports, banking changes and follow-up on overdue items.

• Support vendor management: contract tracking, renewals, accreditation on client procurement portals.

• Support communications with our external accountant (commercialista) and labour consultant (consulente del lavoro) on day-to-day payroll, HR and admin matters.

• Help organize internal events, team retreats and meetups: logistics, venue and travel coordination, gadgets, on-site support.

• Support the Operations team on cross-functional projects: track tasks and deadlines, coordinate with stakeholders, help with planning and follow-up.

• Spot inefficiencies in how the office and operations run, and propose simple improvements: this is your chance to make the role grow with you.

You will need:

• Strong organizational skills and attention to detail: you don't let things fall through the cracks.

• Comfort using AI tools (Claude, ChatGPT, Gemini) as everyday assistants for research, drafting and routine tasks - you will be encouraged to leverage them daily.

• A proactive, service-oriented attitude: you enjoy being the go-to person for practical problems and you don't wait to be told what to do.

• Good interpersonal skills, comfortable interacting with the whole team and external suppliers.

• Fluency in Italian and a good working level of English.

• Confidence using everyday productivity tools (Google Workspace, Notion or similar).

• Discretion and reliability when handling internal information and administrative tasks.

• Availability to work primarily from our Milan office.

We will really like (but they are not required):

• A Bachelor's or Master's degree in any field (recent graduate or final-year student).

• Previous experience (even short, e.g. summer jobs, university clubs, volunteering) in roles where you organized events, managed logistics or coordinated with multiple stakeholders.

• Genuine interest in AI, startups and how a fast-growing tech company operates day-to-day.

• Basic familiarity with Italian payroll and HR administration concepts (TFR, smart working, occupational health and safety) or with how external accountants and labour consultants work.

• Previous exposure to travel booking platforms or expense management tools.

Our values:

At indigo.ai we prize Vision (curiosity and courage to challenge the status quo), Connection (empathy, candor, and trust), Responsibility (ownership, reliability, and follow-through), and Excellence (the habit of raising the bar and refining until it’s right). If you naturally think ahead, build strong relationships, take accountability, and obsess over the quality of what you deliver, we’re probably a great match.

What do we offer?

• A young, dynamic work environment with a strong focus on employee well-being and satisfaction.

• A dedicated onboarding, designed to build your autonomy and impact in the shortest time possible.

• A flexible, hybrid work environment with our Milan office as your main base.

• A base salary in the range of €22-30k RAL , commensurate with experience.

• Meal vouchers and welfare programs to support your everyday life.

• Access to a dedicated education budget for continued learning and growth.

• Career Development Plan, ensuring a clear path for both personal and professional growth.

• Top-grade equipment, including a MacBook, iPhone and AirPods.

• Unlimited coffee.

• Company retreats in stunning locations throughout the year.

Where is the job?

Given the office management nature of the role, this position requires a constant physical presence in our Milan office, with a minimum of 3 days per week on-site, adjusted based on the needs of the company and the team. Our Milan office is located at SPACES, Piazza Gae Aulenti 1/Torre B - a fully wheelchair-accessible building right next to Garibaldi FS metro station (lines M2 and M5) and Milano Porta Garibaldi railway station, with excellent public transport and rail connections from anywhere in the city and beyond.

Why join us?

At indigo.ai you’ll be part of a fast-growing SaaS company where your ideas and work can turn into products used by millions. Join us and you’ll:

• Work with the most advanced AI technologies, shaping how enterprises across industries engage with their customers.

• Be part of a dynamic and passionate team, where everyone has a direct impact on company growth.

• Grow in a culture that values transparency, continuous learning, and career development, with clear paths for personal and professional progression.

• Enjoy a flexible, people-first environment, with remote-friendly policies, stunning retreats, and a strong focus on well-being.

• Contribute to our mission of reshaping how companies and people communicate worldwide.