Hello, I’m Sebastiaan Vaz, Founder of My Moissanite. We are a growing team of 5 people and we’re excited to be relocating our headquarters from the Netherlands to Madrid by the end of this year.
To help with this exciting transition and to continue scaling the company efficiently, I’m looking for a proactive, sharp, and highly skilled Operations Manager to join the team.
You’ll be my right-hand person, driving our business operations with precision and ensuring all our projects and processes run like clockwork.
If you’re a driven, detail-oriented, and tech-savvy professional who thrives in managing operations beyond the day-to-day, while consistently pushing for excellence, this may be the perfect opportunity for you.
**Mission**:
Your mission as Operations Manager at My Moissanite is to liberate me from all daily operational tasks within the business. You’ll allow me to focus on higher-level visionary and growth tasks, and ensure that both the company and our relocation to Madrid progress smoothly.
You’ll need to hit the ground running, taking charge of our operations, managing ongoing projects, and ensuring that every aspect of business — from automations, suppliers, logistics, and product management to our future headquarters setup — runs smoothly and efficiently.
**What You’ll Do**:
As Operations Manager, you will own the entire operational lifecycle of My Moissanite, ensuring smooth and efficient business operations across the board. Here are key responsibilities and outcomes you will achieve:
**1. Lead Core Business Operations**
- **Ensure all supplier-related operations** (such as custom order processing, CAD designs, invoicing, and communications) **are managed seamlessly**, freeing up the founder from direct involvement. Respond to suppliers within 24 hours and handle financial transactions with meticulous accuracy.
- **Oversee order fulfillment logistics** (working with DHL and/or other shipping partners). Once our office is established in Madrid, you will be responsible for ensuring orders are packaged and ready for dispatch daily by 5 pm.
- **Manage customer support operations**, ensuring that inquiries through various channels are responded to promptly (within an hour). Your focus on providing an excellent customer experience ensures we maintain an average review rating of 4.7 stars or higher.
**2. Drive Product Management and Supply Chain Excellence**
- **Product Videos & Media**: Manage and optimize the creation of product videos and photography, from finding talent (photographers/models) to ensuring media is integrated into our store within one week of receipt.
- **Oversee inventory management**: Conduct monthly stock quality checks and order new stock from suppliers as needed to prevent shortages of popular products.
- **Own ongoing and emerging product management tasks**, such as incorporating new products into our store using our automation process and improving it as needed.
- **Build and refine processes for Return Merchandise Authorization (RMA)** and improve upon existing workflows to reduce friction. Manage all RMA requests (acknowledgment within 24 hours) and actively work to save returns or exchanges whenever possible.
**3. Systematize & Optimize Business Automations and Processes**
- **Set up our operational base within Notion** by creating a complete Business HQ, including a library of SOPs and guidelines.
- **Deploy AI-based automations** (using Typing Mind) for internal processes, FAQs, and company-wide SOP management.
**4. Spearhead Crucial Business Projects**
- **Lead the setup of our Madrid office** and manage essential hiring of office staff. Ensure general office management after establishment — from stocking operational items (shipping boxes, operational tools, etc.) to maintaining productive office flow.
**5. Maintain Ongoing Process Improvement**
- **Continuously monitor all existing operational tasks **to identify improvement areas and bring creative solutions and ideas to enhance efficiency. Regularly analyze process bottlenecks and propose optimizations to the founder for implementation.
**Who You Are**:
We’re looking for a self-motivated “A player” who is deeply business operations-oriented, but with the strategic acumen to improve every aspect of our workflows. Here are key traits and competencies to thrive in this role:
**Job-Related Competencies**:
- **Bilingual Fluency**: Fluent in both English and Spanish; an additional language would be a big plus.
- **Organized and Detail-Oriented**:Methodical in your planning and execution. You thrive in chaos, but you also know how to bring _order_ to it. Precision and consistent follow-through are natural to you.
- **Accountability and Ownership**: You take full ownership of projects, ensuring tasks are completed on time, and go the extra mile to ensure nothing slips through the cracks.
- **Analytical Thinker**:Able to structure and process qualitative/quantitative data quickly, prov