Operations Manager [f/m/x] 25 - 38.5 hours | SaaS | Vienna

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.

Today, our goal is to keep sustainably growing and become a unique player in the 1% elite circle of SaaS beyond 10 million ARR. 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, we rarely hire additional roles to stay lean & agile. We need makers who love to thrive in such an environment. 

Joining us as our Operations Manager, you’ll tackle a variety of tasks across Legal, Finance, and Administration. You’ll play a key role in driving our company processes forward through impactful projects - big and small - and gain hands-on experience across multiple areas of operations. 

As an all-rounder, you thrive on variety and enjoy managing diverse tasks in your day-to-day work. You’re curious, proactive, and bring a passion for improving processes while tackling challenges head-on.

This role is perfect either for someone early in their career who is eager to learn, grow, and take on responsibility, or for someone who has thrived in a similar or relevant role. If you’re looking to make a real impact and develop yourself together with the company - combined with a passion for numbers, paragraphs and/or processes - this might be the perfect role for you! 

Who you are not:
As a small company in an agile environment we need makers who aren’t afraid to roll up their sleeves and get things done. It’s not about just managing but doing and finishing things yourself. It’s also not for those looking to specialize in one area - instead, it’s perfect for those who enjoy variety and keeping multiple balls in the air.

You’ll work closely with our COO/CFO, Verena, freeing her up from operational and daily tasks and collaborating on projects at the forefront of the company’s development. Also, you’ll be a supportive guide for our Office & Invoicing Manager, contributing as part of a small but dynamic Operations Team. 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 and Information Security Officer you’ll make sure all legal aspects of operations are properly managed.
• Supporting in Finance: You’ve got our COO/CFO’s back when it comes to accounting, budgeting, reporting, analysis, and so on, supporting her in different tasks.
• Owning the GDPR role: You will develop into  our official Data Protection Officer, to make sure that our data is handled in a secure way. You don’t need experience or knowledge in data privacy, we will provide the training you need and you will learn on the job.
• Shaping our digital tools: You’ll 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: You’ll step in as a substitute for our Office & Invoicing Manager and have our COO/CFO’s back covered when needed, keeping the Operations Team running smoothly.
• Driving continuous improvement: You’ll lead your own projects within operations and across the company, acting as the go-to operations lead for company-wide strategic initiatives and being at the heart of driving real progress and sparking innovation.

This is a versatile, generalist role, meaning your responsibilities will shift with the company’s 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!

We define ready as

• This role is not about experience, it’s all about personality. If you are early in your career or you already have years of experience under your belt - if this role caught your eye, it might be the perfect fit. Recent graduates, master's students, as well as those returning to the workforce and anyone else who sees themselves in this description are all equally welcome.
• Part-time (minimum 25 hours/week) and full-time possible - depending on your preferences & circumstances.
• You have a business background with a passion for operations topics such as legal, finance /or administration.
• You are ready to take on the challenge of managing projects and improving processes.
• You prefer to work in an agile and informal environment such as the SaaS world.
• 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 don’t 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 German (written & verbal), which is essential for handling legal and finance matters. If your German isn’t fluent, we unfortunately can’t move forward with your application.
• You are also fluent in English, since that’s our company language.

Don’t 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.

• 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.

• 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.
• Your salary depends on your experience and what else you bring to the table. The minimum salary for this role begins at €45,000 and can go as high as €63,000 (pre-tax) for a full-time position (38.5 hours). 
• Regular team activities and company events where all Swaties from around the world come together & celebrate.
• We support an annual pass for public transportation (Vienna Lines) 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.

• Annoying micro-management

• Office politics

• Lengthy coordination and approval processes

• Monotonous tasks and boring work

• Egos and bullshit before real results

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 

Our job posting got your attention – great! We are looking forward to getting to know you better. Show us who you are – we are interested in your personality and how you fit into our team.

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

Verena (COO/CFO) and Suzana (Office & Invoicing Manager) are currently a duo within the operations team and looking forward to expanding the team.