(Senior) Operations Manager [f/m/x] 30 - 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 company, focused on building a product that users actually love.

With our Social Media Management tool, we enable, among others, NGOs, Newspapers, and Public Transportation Services, to manage their Social Media channels in one place.

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.

Joining us as our Operations Manager, you’ll 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 you’ll work closely with our COO/CFO, Verena, you’ll also be the go-to guide for our Office & Invoicing Manager, as you join a small but dynamic Operations Team.

Being deeply involved in a large number of our company’s 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/CFO’s 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: 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: 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.

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 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

• 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 don’t 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 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 English, since that’s our company language.

• You are also 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.

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.

• The minimum annual salary starts at 56,000 € (pre-tax, full-time). We’re 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.

• Many more benefits

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.

• 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.