Jaka Lounge is looking for an Operations Manager for our client TMS, a software company that develops advanced solutions for business process automation, appointment scheduling, and data management.

About TMS:

Founded in 2014, TMS is a team of innovators, creators, and problem-solvers dedicated to building software products that empower tens of thousands of businesses and individuals around the globe.

We proudly manage four in-house products—wpDataTables, Amelia, Trafft, and IvyForms—covering every stage of the product lifecycle, from ideation and design to development, marketing, sales, and customer success.

At TMS, we value the individuality of every team member and embrace a personalized approach to support their growth and contributions. Our culture is rooted in shared core values: freedom, progress, dedication, mutual support, integrity, and an unwavering commitment to quality.

What they are looking for?

We are helping TMS to find the Operations Manager who will focus on structuring and optimizing the operation’s processes, creating a sustainable “operation system”, building knowledge capital, and maintaining operational efficiency daily. The Operations Manager will work closely with HR, financial, development, and administrative departments to ensure operation systems are functional, scalable, and positioned for long-term success.

Job description

Structuring & Organization

  • Analyze, advise and contribute to organizational design and redesign of roles and responsibilities in product teams, aiming to set effective and efficient delivery and design processes.
  • Cooperation with the leadership board to identify and resolve process bottlenecks or gaps, ensuring seamless operations.
  • Support the implementation of optimal operation solutions for any identified inefficiencies or missing segments.

Processes, Standards, and Documentation

  • Define and maintain company-wide standards, procedures, and playbooks across all operational segments (Product development, QA, marketing, and support).
  • Take over the Standard Operating Procedures (SOPs), playbooks, and knowledge bases for onboarding and ongoing activities (some areas are already covered, some partly covered, some are not – we need to cover it all).
  • Develop templates and frameworks for operational processes, ensuring clarity and ease of use.

Performance and People Management

  • Collaborate with HR and team leads in Performance and People Management
  • Address mismatches between roles and individuals’ skills/knowledge, proposing to HR/ team lead career development plans or improvement initiatives.
  • Cooperation with HR in establishing mechanisms to set, track, and evaluate individual and team goals aligned with organizational objectives.

Efficiency and Goal Setting

  • Design systems to measure operational efficiency, such as KPIs and performance dashboards.
  • Break down the company vision into actionable goals and ensure alignment across departments.
  • Work closely with financial and leadership teams to assess ROI on initiatives, analyze costs, and categorize development activities.

Daily Operations & Compliance

  • Oversee daily operations to ensure optimal resource utilization and adherence to standards.
  • Implement systems, tools, and policies to streamline workflows and improve productivity.
  • Monitor project legal, regulatory, and industry compliance across all operations.
  • Identify operational risks and develop strategies to mitigate them.

Continuous Improvement

  • Drive innovation by introducing new technologies and methods to enhance processes.
  • Lead initiatives to identify cost-saving opportunities and improve operational efficiency.

Personality

  • Proactive and Self-Driven: takes ownership of operation processes, identifies needs proactively, and ensures progress without requiring constant supervision.
  • Cooperative: willing to support colleagues to achieve shared goals.
  • Process-Oriented: Excels at digging into processes, identifying inefficiencies, and creating robust systems that address pain points and improve workflows.
  • Attention to Detail: Demonstrates precision and consistency in all aspects of work.
  • Resilient Under Pressure: Handles challenging situations with composure and focuses on solutions. Balances empathy with results-driven pragmatism.
  • Confident Communicator: Effectively communicates even difficult feedback, maintaining professionalism and clarity without becoming overly rigid.
  • Fast Learner: Quickly adapts to new systems, tools, and methodologies, ensuring minimal disruption to ongoing workflows.

Skills

  • Educational Background: Bachelor’s or Master’s degree in IT, Business Administration, Operations Management, or related field.
  • Language Proficiency: Fluent in English, both written and verbal.
  • Operational Expertise: Proven experience with process management frameworks and methodologies like Lean, Agile/SCRUM, or PMP, particularly in SMEs.
  • Technical Acumen: Proven experience in software development, support, and maintenance operation processes, as well as proficiency with office and collaboration tools (Microsoft Office, Google Workspace, etc.).
  • Analytical Thinking: Skilled in data analysis, performance metrics, and actionable insights.
  • Leadership Skills: Proven ability to lead teams and align them with company objectives.

Nice to have

  • Experience in obtaining and maintaining certifications

What You Can Expect

  • A dynamic and entrepreneurial team where your opinion is appreciated.
  • Flexible way of working.
  • Opportunities for personal development through training and certifications.
  • Personal well-being and work/life balance.

Sounds good? We look forward to hearing from you!