{"id":3233164,"url":"https://alion.io/job/digital-forms-operations-manager","title":"Operations Manager","company":{"id":4041613,"name":"Digital Forms","domain":"digitalforms.io","url":"https://alion.io/company/digitalforms-io","size_band":"5000+","is_staffing_agency":false,"employer_type":"direct","is_intermediary":false,"listed_via":null,"ats_vendor":"Recruitee","truth_index":{"grade":"D","score":40,"open_postings":32,"ghost_share":1,"stale_share":0,"repost_share":0,"time_to_fill_p50_days":null,"computed_at":"2026-10-26T05:57:25Z"}},"role":"Management","role_family":"Management","seniority":null,"employment_type":"contractor","work_mode":"remote","remote_scope":"stated_countries","remote_scope_basis":"board_field","remote_working_hours":null,"hiring_geo_confidence":"structured","locations":["Warsaw, Poland"],"countries":["PL"],"hiring_countries":["PL"],"hiring_countries_total":1,"salary":{"min":60,"max":120,"currency":"PLN","period":"hour","gross":null,"usd_annual":62000},"salary_estimate":null,"experience_years_min":null,"visa_sponsorship":false,"relocation_package":false,"has_equity":false,"technologies":[{"name":"Google Workspace","optional":false},{"name":"Notion","optional":false},{"name":"Slack","optional":false}],"status":"live","first_seen_at":"2025-10-17T14:19:31Z","employer_posted_date":"2025-10-17","last_verified_at":"2026-10-27T01:49:20Z","board_verified":true,"closed_at":null,"days_open":374,"trust":{"level":"ghost","repost_count":0,"flags":["stale","company_stale"],"days_open":373},"description":"About Us\nAt Digital Forms, we help companies grow through digital transformation - from process optimization and automation to AI and custom software development. We work with international clients and run fully remotely, supported by a small but mighty team.\nOur success depends on strong operations. We believe that clarity, structure, and discipline behind the scenes are what make creativity and innovation possible. That’s why we’re looking for a skilled Operations Manager to keep our company running smoothly day to day.\nThe Role\nAs our Operations Manager, you’ll be the organizational backbone of Digital Forms. You’ll make sure things are structured, documented, and completed on time - from contracts and invoices to recruitment support and vendor management. You’ll report directly to the CEO and collaborate closely with our team leads.\nThis is a senior, hands-on role for someone who takes ownership, enjoys building order from complexity, and wants to ensure that the company’s daily operations are efficient, compliant, and transparent.\nRequirements\nKey Responsibilities\nAdministration & Operations\nOversee day-to-day administrative processes and make sure nothing slips through the cracks.\n\nManage contracts - creating, extending, collecting signatures, and archiving.\n\nHandle invoices: issuing, verifying, collecting, and scheduling payments.\n\nCoordinate transfers and payments in the bank.\n\nMaintain order in our internal knowledge base (Notion) for admin and finance processes.\n\nSupport compliance with internal policies (invoice flow, approval rules, procurement).\n\nTrack vendors, renewals, and small procurement tasks.\n\nFinance Coordination\nCommunicate with our accountant and external financial partners.\n\nSupport monthly financial closing by ensuring invoices, data, and receipts are complete.\n\nHelp manage budgets for purchases and company expenses.\n\nPurchase company equipment, software, and other items when needed.\n\nHR & Recruitment Support\nPrepare and manage contracts for new hires and contractors.\n\nTravel & Event Coordination\nBook hotels, trains, and flights for the team.\n\nOrganize internal events and company gatherings.\n\nHelp find office or coworking space when needed.\n\nProcess & Knowledge Management\nContinuously document and improve internal processes.\n\nKeep all procedures clearly described and up to date in the knowledge base.\n\nExecutive Support\nAssist the CEO in coordinating communication between teams, vendors, and partners.\n\nFollow up on pending issues and make sure things are completed on time.\n\nSupport small operational and sales-related tasks when needed.\n\nMust-Have Qualifications\nProven experience in administration, operations, or finance coordination.\n\nStrong organizational and multitasking skills with close attention to detail.\n\nExcellent communication in Polish and English.\n\nConfidence in working independently and prioritizing effectively.\n\nFamiliarity with tools like Notion, Slack, Google Workspace, and accounting systems.\n\nNice-to-Have Qualifications\nExperience working in a remote or international environment.\n\nUnderstanding of B2B operations and financial processes.\n\nInterest in continuous process improvement and documentation.\n\nWhat We Offer\nFully remote work (with preference for candidates based in or near Warsaw).\n\nFlexible working hours and a culture built on trust and accountability.\n\nLong-term B2B cooperation with room for growth.\n\nWork directly with the CEO and leadership team, shaping how the company operates.\n\nA supportive, structured environment where precision and reliability are 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