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Operations Manager [f/m/x] 25 - 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.

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. 

🦄 Who you are:

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.

💡 Purpose of the role

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!

🦸 Are you ready for this?

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.

🥞 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 you’ll 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.
  • 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.

❌ What you won’t 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 

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.

➡ Meet Your Team

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


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Why you Should Work at Swat.io

🦋

Remarkable People

We bring together remarkable people with different interests and skillsets.
💪

Achievers & Doers

We do our best work and enable each other to do the same. We put arguments before egos.
⏳

Flexible Working Hours

Work as flexibly as you want within your agreed working hour scheme.
🧠

Educational Budget

We are lifelong learners and we create the environment where you get challenged and can learn and grow.
💕

Family Friendly

We understand the importance of family time and your presence during milestones of your kids' life.
🏡

Hybrid Work Mode

Do you prefer to work from home or from the office? Want to combine both? Whatever works best for you!
🥳

Team Activities

We celebrate our successes together, support team get-togethers and organise events.
💚

Green Heart

We stay down to earth and support climate friendly means of transportation by providing an annual public transport ticket.

Frequently Asked Questions

What should my application look like?

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. 🤝
Please follow the link in the job ad to upload your CV and tell us in your own words why you think you want to be part of our Swat.io Crew.

We are also always happy to receive videos and/or work samples from you. If you want to send us a video, you can record it while submitting your application in our applicant tracking system. You can also upload it to Google Drive or YouTube and share the link with us.

Should my application be written in English or German?

We are an international team and our company language is English – however, certain positions require business fluent German skills (e.g. positions in Customer Support, Marketing and Sales Teams) and for those we kindly ask you to hand in your application in German. As a rule of thumb: follow the job ad's language for your application documents.

What does the recruitment process look like?
  1. After you have completed your application, we will contact you within 1 week with the invitation for a short call. Even if a Job Description is written in German, please don’t be surprised, that the first contact is in English as it is our company language.
  2. The interview: Let’s find out more about each other – our 1st round will be a 60-minute video call where you meet your future Team Manager and your People Manager.
  3. In-depth Interview/Trial Day: For some positions, you will receive questions and tasks from us which we ask you to work on in advance and prepare for the interview. You will get to know various colleagues from our team, present the tasks to them or work with them on tasks for your potential future role and get deep insights into how we work. During this step or afterward, you will also meet our CEO, Johannes, for a chat.
  4. Offer: You have convinced us with your professional and social skills and we think you will complete our team perfectly. 💕 You will then receive an offer from us which will hopefully lead to a contract signing.
  5. Welcome aboard! You will receive all contract documents from us and we will start to prepare your onboarding. We will pair you up with your own personal buddy so that you feel welcome right from the start and ready to reinforce our values from your first day with us!
When should I expect a response and how long does the recruitment process take?

The current average duration from application to signed contract is about 1,5 months. If you need feedback really fast, please communicate this with us from the beginning, we can consider this during our planning. Mostly closing dates for all open positions are as soon as possible, but it is more important for us to find a perfect fit.

Are there on-site meetings/interviews at the Swat.io office?

Most of our team members work remotely and there are a few regulars in the office. Some teams gather together for certain occasions like brainstorming, co-working, socializing, and after-work activities.

We also offer our candidates to come by the office for one of the steps of the recruiting process. It can be for an assessment, to meet the team, or to pick up the equipment but there is always an option to meet some of us in person.

I have been invited to a video interview with you – how can I prepare?

We schedule most of our video-calls with Google Meet, Zoom or Around. Make sure you are familiar with the tool if you have never used it before, ensure a steady internet connection and check your microphone/speakers.

What is the company language?

With team members from over 12 countries, we are very international. For this reason, our company language is English and all internal communications happen in English. Nevertheless, as the majority of our clients are German speaking, some teams operate in German, f.e. Finance & Operations, Marketing, Sales and Support. Communication within the company happens in English for them as well.

Want to Know More About our Culture?

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Come as you Are and Believe in Yourself!

Our People & Culture Team is looking forward to your application.

If you Have any Questions, Reach out to our People Manager, Jane Trishina

Jane