🚀 About OrbitronAI 

OrbitronAI is on a mission to turn large language model magic into production-grade agentic systems and workflows that solve real problems for the world’s largest enterprises. We’ve recently raised $10 million in seed funding 💰 and are scaling fast across Dubai, Bengaluru, and Saudi Arabia.

👥 The Team Behind OrbitronAI

Founded by an exceptional leadership team of: Former EY Partners and Ex-CTOs and Heads of Engineering from successful Series B+ startups. The founding team brings together seasoned business, product and engineering leaders who have built and scaled large organizations and have led enterprise projects valued at over $1 billion.

🌟 Why Join OrbitronAI?

• Massive Impact, Real Ownership → Ship end-to-end features, own outcomes, and see your work power mission-critical systems.

• Battle-Tested Leadership → Learn and grow with seasoned leaders who bring deep industry expertise and zero ego.

• Cutting Edge Stack → Work with GenAI frontier models, Java, Python, Go, TypeScript, GCP & edge compute, Vector DBs, DAG engines.

🧬 Our Cultural DNA

• Hustle → Move with urgency, bias for action, celebrate shipping.

• Ownership & Commitment → Act like a founder — your decisions shape the company.

• Founder’s Mindset → Challenge ideas, not people. Seek truth, not consensus.

• Continuous Learning → No legacy thinking; we invest in upskilling and sponsor courses &

Role Overview

We are looking for a highly organized, proactive, and hands-on Office Manager to support our day-to-day operations across accounting administration, travel coordination, HR admin, and general office needs. This role is ideal for someone who enjoys being at the center of operations, takes full ownership of tasks, and knows how to get things done by actively following up with stakeholders.

You will work closely with finance, HR, IT, and external partners to ensure smooth internal operations. Think of this role as a trusted operational Swiss-knife—practical, reliable, and always one step ahead.

Key Responsibilities

1. Accounting & Finance Administration

• Work closely with external and internal accountants

• Collect, organize, and send:

  • Bank statements

  • Supplier invoices

  • Employee reimbursement details

• Proactively follow up with team members to obtain missing invoices, receipts, or documentation

• Ensure financial documents are complete, accurate, and submitted on time

• Maintain clear records and basic tracking of submitted documents

2. Travel & Logistics Coordination

• Coordinate with the travel agency to:

  • Issue flight tickets

  • Book hotels

  • Arrange any additional travel-related needs

• Act as the point of contact for employees regarding travel logistics

• Ensure bookings align with company policies and timelines

3. HR & People Operations Administration

• Support employee onboarding by:

  • Onboarding new hires on Deel

  • Ensuring contracts and setup steps are completed on time

• Coordinate equipment delivery and access so new hires are fully ready for their first day

• Ensure onboarding experience is smooth and well-organized

4. IT & Equipment Administration

• Work closely with the IT Manager to:

  • Maintain and update the IT equipment inventory file

  • Track assignment, returns, and condition of equipment

• Help coordinate equipment provisioning for new hires and replacements

5. Office & General Operations Support

• Order and restock office supplies (coffee, paper, consumables, etc.)

• Handle general office manager duties as they arise

• Support ad-hoc operational tasks needed to keep the company running smoothly

What We’re Looking For

Must-Have Qualities

• Extremely hands-on and operational mindset

• Strong sense of ownership — sees tasks through end to end

• Proactive in chasing information and follow-ups without being reminded

• Comfortable working with multiple stakeholders and external partners

• Highly organized with strong attention to detail

• Reliable, practical, and solution-oriented

Skills & Experience

• Previous experience in an office assistant, operations, admin, or similar role

• Basic understanding of accounting documentation (invoices, receipts, reimbursements)

• Experience working with HR or payroll platforms (e.g. Deel is a plus)

• Comfortable using spreadsheets and shared documents

• Strong written and verbal communication skills

What Success Looks Like in This Role

• Accountants always receive complete, accurate documentation on time

• Travel arrangements are smooth and error-free

• New hires are fully onboarded, equipped, and ready on day one

• Office and equipment operations run quietly and efficiently in the background

• Stakeholders trust you to “just handle it”