(Senior) Operations Manager [f/m/x]

(Senior) Operations Manager [f/m/x]

30 - 38.5 hours | SaaS | Vienna

Who we are:

Swat.io is a Software-as-a-Service product that supports marketers in Social Media Publishing and Community Management. We are proud to be an independent, self-financed, product-led SaaS company focused on building a product that users actually love.

We want to create meaningful impact for our clients, team, and company, becoming an integral part of our customers daily workflow. Guided by our core values we add value, we drive progress, we own it, we thrive together we prioritize quality over quantity. We focus on exceptional talent and a collaborative, supportive culture, believing that revenue follows quality, not the other way around.

At Swat.io, we are a team of 50 product enthusiasts. We rarely hire additional roles to stay lean & agile. We need makers who love to thrive in such an environment.

Who you are:

Joining us as our Operations Manager, youll tackle a variety of tasks and take on ownership across Legal, Finance and Administration, while taking the lead in pushing our company processes forward through impactful projects, big and small. As an all-rounder you love variety and keeping multiple balls in the air in your day-to-day work. You bring a genuine passion for continuously improving processes and a proactive mindset to tackling challenges. While youll work closely with our COO/CFO, Verena, youll also be the go-to guide for our Office & Invoicing Manager, as you join a small but dynamic Operations Team.

Purpose of the role:

Being deeply involved in a large number of our companys processes, the Operations team has a central role within the company and constantly works across teams, which does not only include keeping the lights on.

Ops Essentials & Key Tasks:

With a constant focus on the big picture, as Operations Manager, you take on long-term, independent ownership for key topics while keeping a sharp eye on what needs to get done in day-to-day business. You free up our COO/CFO by handling essential as well as urgent tasks and collaborating closely with her on projects. You will help us streamline operations while collaborating with various teams across the company.

Key responsibilities for this role include:

• Handling legal matters: From reviewing tender documents to communicating with customers about contract terms and corresponding with our lawyers, together with our COO/CFO you make sure all legal aspects of operations are properly managed.
• Supporting in Finance: You got our COO/CFOs back when it comes to accounting, budgeting, reporting, analysis, and so on, supporting her in different tasks.
• Owning the GDPR role: As our official Data Protection Officer, you will have full responsibility that our data is handled in a secure way.
• Teaming up on ISO 27001: As part of the information security team you work side by side with our Information Security Officer as we navigate the ongoing ISO 27001 certification process.
• Chief of our digital tools: Youll manage access to and costs of current tools and seek improvement of our company-wide tool box, which is a vital ingredient in our daily teamwork.
• Ultimate backup: Step in as a substitute for our Office & Invoicing Manager and have our COO/CFOs back covered when needed, keeping the operations team running smoothly.

Projects for continuous improvement:

You will kick off your own projects within operations or across the company and will be the operations representative in company-wide strategic initiatives. Get ready to collaborate closely with the People & Culture team, the leadership team, and colleagues from different teams drive the action.

This is a versatile, generalist role, meaning your responsibilities will shift with the companys needs. As the company evolves, so does this role, giving you the chance to really take the reins and shape their own path.

With our former Operations Manager having moved to a new role internally, the position is now open, with an evolved profile. Our previous Operations Manager will be around for any questions you might have!

Are you ready for this?

We define ready as

• You come with several years of experience in a similar role or in various areas of operations.
• You have solid knowledge in legal, finance and administration, backed up by your education or professional experience.
• You dont need experience or knowledge in data privacy or information security, we will provide the training you need and you will learn on the job.
• You have successfully managed projects and improved processes in your past roles.
• You are familiar with an agile environment, such as the SaaS world, and the usual structures and processes in companies like ours.
• You enjoy juggling multiple tasks at once, keeping a cool head while prioritizing.
• You are a versatile personality through and through, appreciating an all-rounder role with a wide range of tasks - big or small, operational or strategic - and you are always open for new tasks and challenges that come your way.
• You have a getting-things-done mentality and dont wait for directions, you just take initiative to do what is needed.
• You love driving things forward, consistently questioning the status quo.
• You are eager to work with people from different professional backgrounds on company-wide projects and are an absolute team player.
• You want your actions to make a real difference and your initiatives to have a real impact.
• You are fluent in English, since thats our company language.

You are also fluent in German (written & verbal), which is essential for handling legal and finance matters. If your German isnt fluent, we unfortunately cant move forward with your application.

Dont worry if you don't meet all qualifications. If this opportunity catches your eye and you are passionate about the field of work, we are happy to receive your application. Team fit is as important to us as having the right skills - if we both think we are a good match, we will find a solution and grow together.

Our stack/How we work:

• The entire Swat.io team uses top-notch tools like Google Suite, Linear & Notion while staying connected through Slack, Around & Co, reflecting our remote-first culture.
• Async communication is an essential part of our collaboration, giving everyone the flexibility they need.
• In the operations team we rely on tools like Chargebee, Stripe, Adam and BMD.
• We partner closely with a tax advisory firm that handles our accounting, financial statement, taxes and payroll. For legal matters, we got the support of a reliable law firm.
• We take data protection seriously, with our Data Protection Officer leading the charge. Plus, we are proud to be ISO 27001 certified. Our cross-functional information security team is always working on enhancing our security measures.

What youll find:

• Hybrid work mode: You decide whether you would like to mainly work from home or our Vienna office. Due to the responsibilities of the role, some in-office presence is required.
• We believe in trust and genuine flexibility with the most generous flexible working hours. We are committed to giving you the freedom to manage your schedule in a way that best suits your needs.
• Generous annual educational budget for your further development.
• Top-notch MacBook Pro.
• Office workspace with perfect access to public transport (U4, U6) & the Vienna bike network (Vienna, Austria).
• Our team is as international as our audience; English is a must-have.
• The minimum annual salary starts at 56,000 EUR (pre-tax, full-time). Were happy to overpay based on your level of experience!
• Regular team activities and company events where all Swaties from around the world come together & celebrate.
• We support an annual pass for public transportation (Wiener Linien) or a partial reimbursement for the climate ticket.
• We prefer a starting date in Q1/2025, but we are ready to wait for our perfect candidate.

We are proud to have an inclusive workplace environment that will foster your development no matter your gender, civil status, family status, sexual orientation, religion, age, disability, education level, or race.

What you wont find at Swat.io:

• Annoying micro-management
• Office politics
• Lengthy coordination and approval processes
• Monotonous tasks and boring work
• Egos and bullshit before real results

Our process:

Your contact people are Verena, our COO/CFO and direct manager for this role, and Jane, our People & Culture Manager. During the process you will also meet Manuel, our CEO Growth, Suzana, our Office & Invoicing Manager and Gerald, our People&Culture Manager who used to work in the Operations Team.

The next Steps: CV screening by Verena and Jane & short intro call with Jane "Get to know us" interview with Verena & Jane Assessment with Verena & Manuel + meeting Suzana & Gerald (+ Gerald) Offer & Open questions Happy Start with us

If you have questions about us and our culture, our Team, check out our company page: https://swat.io/en/company/ and the FAQ section.

Meet our Operations Team:

Suzana: Our Office & Invoicing Manager is the one who makes sure we keep our lights in the office on. From invoicing to all things admin - including getting our books prepped - shes got it handled. She is a pure optimist, always seeing the glass as half full and spreading good vibes. Suzana loves getting lost in a good book and spending time with friends and family, and whom she also enjoys cooking or baking for. There is always time for a good cup of tea and a chat.

Verena: Our COO/CFO is just as enthusiastic about numbers as she is fascinated by people. At Swat.io, she leads the Operations unit, overseeing Finance & Operations, People & Culture, and Customer Support. With her analytical mind, a healthy dose of pragmatism and a passion for organizational development, she is constantly on the lookout for opportunities to keep things moving forward. With two kids in tow, there is not much time for hobbies. But when Verena catches a break, she's either lighting up the stage in a musical or diving into all kinds of puzzles and riddles at home.

Swat.io GmbH
Jane Trishina

Schönbrunner Straße 213-215, 3. Stock
1120 Wien
Web: https://swat.io/en/company/