SmartLogic | Operations Manager - Technical.ly

Operations Manager

SmartLogic |  Baltimore | Ops / PM

Job Description
Perks + Benefits
Company Culture
Technical.ly Coverage
** this is a part time position offering ~20 hours per week, paying $20-25 / hr depending on experience **
We’re a web and mobile product development consultancy based in Canton (in Baltimore, MD). We’re a progressive and inclusive company that is on a constant mission to improve our business processes and operations. You’ll always be learning and surrounded by smart people.We have an opening for a support role — but not your typical support role. We need somebody that’s sharp, ambitious, tech savvy, and that has business acumen. The ideal candidate will be a highly-organized individual that genuinely enjoys designing, building, and executing systems to manage various tasks and operations. We seek someone who is a quick study and who is naturally curious as to new tools and approaches that aid in solving problems.

OVERVIEW

The Operations Manager enables the President and other managers to work more efficiently by managing administrative work related to the scope of the managers’ responsibilities. The position requires proactivity and the ability to work autonomously as well as in a team setting. The Operations Manager will have the ability to work independently on projects, from conception to completion, and must be able to work under pressure at times to handle a wide variety of activities and confidential matters with discretion.

The Operations Manager reports to Yair, President of the company.

RESPONSIBILITIES

  1. Administrative
    1. Oversee and maintain the office, which includes office cleanliness and upkeep, mail and package deliveries, and inventory management
    2. Order groceries on a weekly basis
    3. Order weekly team lunch
    4. Reevaluate and implement new strategies and plans to make the office environment a more comfortable and effective place to work
    5. Ensure all employees have the resources needed to be successful
    6. Plan company events, happy hours, and outings as needed
    7. Maintain an organized physical and virtual office environment
    8. Arrange complex and detailed travel plans, itineraries, and agendas
    9. Manage any outside vendors that may perform work in the office
    10. Document your work duties and continually update the company handbook as appropriate
    11. Schedule internal and external meetings and events; handle associated logistics
    12. Work closely and effectively with the President and managers to keep them informed of upcoming commitments and responsibilities, following up appropriately — in particular, when procedures change
    13. Document your work duties and continually update the company handbook as appropriate
  2. Financial
    1. Manage our weekly invoicing process
    2. Prepare and process expense reports; ensure compliance with company policy and reporting requirements. Ensure accurate processing and timely reimbursement.
    3. Track expenses for various marketing projects
    4. Review monthly expense reports
    5. Have phone calls with accounting and bookkeeping team as necessary
  3. Marketing & Sales
    1. Work closely with managers to track company wide OKRs
    2. Track our sponsorship activities
    3. Manage our swag inventory; propose new ideas for swag purchases
    4. Assemble swag and other items for travel-related meetings
    5. Represent the company at events where we have purchased a booth
    6. Conduct internet-based and other research to prepare our staff for meetings (e.g. prepare biographies or information about individuals or organizations)
    7. Attend marketing meetings as requested
  4. HR
    1. Manage various HR procedures such as employing onboarding, scheduling performance reviews, scheduling interviews, etc.
    2. Process semi-annual performance reviews for all employees
    3. Implement, develop and maintain all HR records, policies, and procedures
    4. Communicate with high emotional intelligence to a diverse population
    5. Process annual open enrollment for the company’s medical insurance
    6. Liaise between employees and the company’s medical insurance broker

REQUIREMENTS

  1. Extremely Well-Organized: we are an organized company. Successful candidates must be well-organized and have a natural disposition for developing, leveraging, and using systems and processes.
  2. Excellent Written and Verbal Communication: as you will be assisting in the preparation of materials that will leave the office, it is imperative that you have excellent writing skills. Further, the position requires interfacing with the entire company, clients, and other external stakeholders. Clear and concise communication is a requirement for the position.
  3. G Suite: we use Google Apps extensively throughout our operation. We seek someone with demonstrated Google Apps experience. We do not use Microsoft Office; experience with MS Office is not a suitable substitute for Google Apps experience.
  4. Excellent Follow-Through: You must be self-directed and able to perform assignments independently. We expect you to be able to take projects through to completion and to be able to manage your own work.
  5. Internet Savvy: our main service offered is software development. “Tech savvy” is part of our DNA and we seek someone similarly hip to the Internet. Bonus points if you can teach us about new Internet services / tools we didn’t previously know about.
  6. Attention to Detail: the nature of the position requires you be meticulous in your review of documents, communication, software, etc.
  7. Creativity: the position requires more than the ability to follow the status quo. Everybody on the team contributes in a meaningful way to the company’s trajectory, and our expectations for this position would be no different.

BENEFITS

  1. The basics: We offer competitive pay, medical insurance, and paid vacation.
  2. Never drive in rush hour traffic again: our core office hours are from 10am to 3:30pm. Also, feel free to bike in.
  3. Office food and snacks: We’ve got a grocery budget and additionally we provide company lunch once a week.
  4. Engage with your community: SmartLogic is known for sponsoring many community events. We try to be good stewards of the community. Have ideas of what you’d like the company to support? We’re all ears.
  5. Work on a team with programmers and designers: The principal is a programmer. We know this stuff REALLY well.
  6. Work in a great environment: We’re dedicated to providing office space that’s aesthetically and intellectually pleasing. We’re currently located in an office with several windows in Canton, where we are surrounded by other tech and interesting companies.
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Health & Wellness Benefits
  • Dental
  • Health Insurance
  • Vision
Other
  • Remote Work
  • Travel
  • Work from Home
Parental Benefits
  • Flexible Work Schedule
  • Generous Parental Leave
Perks & Discounts
  • Casual Dress
  • Company Outings
  • Lunch
  • Snacks
Retirement & Stock Options Benefits
  • 401K
Vacation & Time Off Benefits
  • Generous PTO
  • Paid Holidays

Talk to us about your tech stack.

We make it a priority to always use the latest tech. For instance, we won’t use something that will be useless in a few years. 

Elixir/Phoenix is our go-to choice for all new projects. Modern web applications demand both real time communication with end users (i.e. chat, live updates, notifications, etc) and background processing (i.e. transaction handling, reporting, external integrations, etc). Elixir’s use of the Erlang VM brings a great multi-process model to these challenges. We do still use Ruby on Rails, as well, primarily for legacy apps and in some cases for new apps where Elixir doesn’t present a clear advantage over Rails.

We use React and React Native for web and mobile app development, respectively. React Native lets us develop Android and iOS apps that look and feel native but that share a codebase, making the build faster, more efficient and easier to maintain.

What are some internal or client projects that you’re proud of?

An internal effort we’re excited to introduce is our in-house product development investment program: SmartVentures. The program provides $400K of product development and mentorship as an alternative path for startups looking to scale up.

We’ve also worked with OrderUp, a national food ordering company, to build an internal menu builder tool (which cut data entry time in half) and an Android app. Not long after, OrderUp was acquired by Groupon.

We’re proud of our work for Spotcrime, a crime data aggregator that has been a client since 2008. Most recently, we built an infrastructure that enabled the app to handle a large volume of data for much lower costs. It is visited by one million users a month and sends over five million email alerts a month.

We’ve even built software that ran on the International Space Station.

What do you look for in new hires?

We make very driven hiring decisions. We’re looking for devs who are solid technical talents — people who understand software to their core and computer science from an applied perspective. We look for people who are deeply interested in programming; for them it’s more than a job, they read about it in their spare time.

We look for people who are smart, capable, truly interested in the work and excited to come in every day.

Our team is very self-directed. We’re not going to micromanage you here. So we seek people who are self-managing and very independent.

Tell us about your internal culture.

Our office is quiet and organized. Our processes are well thought-out and streamlined. Never wanting to become stagnant with old tech, we make a concerted effort to keep up with the modern tech landscape. The people are our team have a variety of skill sets and we value that.

In terms of career growth, we encourage you to pursue things that you’re interested in learning or trying out. We keep the lines of communication open so that team members can discuss their interests, find a way to explore new ideas, learn tech stacks in between client projects, etc. 

Many folks here have their own side projects so we have a side project club that meets once a month, where employees can update the team on what they’re building.

What are your company values?

● Be trustworthy — We want happy, repeat clients, and that happens when they know we have their best interests in mind. 

● Collaboration and Communication — We’re very collaborative and transparent; our clients own the accounts we create for them, and they invite us to access their accounts. There aren’t any non-technical PMs sitting between us and our clients. The devs communicative with them directly.

● Be pragmatic and intentional — We don’t wing it here. We come prepared and use time judiciously. 

Do you have any special company and/or community traditions?

We host a company lunch once a week where we socialize and pick topics to discuss. About once a month we do a company outing, such as a happy hour, craft night, axe throwing or go-carting. During the holiday season we do Secret Santa and host a great party for the team and their plus ones.

As part of growth and development, we send everyone to one to two conferences a year. This year five of us are going to ElixirConf and four of us are going to the React Conference in NYC. 

One of the things we’re most proud of is our effort to sponsor and produce grassroot events.  In 2018 alone we sponsored 74 events. We’ve been a longtime sponsor and supporter of Technical.ly’s events. We program and host on our own lineup of Meetups, including the Baltimore Elixir Meetup. And, we also hosted the Baltimore Women in Tech Micro-Grants Program and gave away $12,000 to women-led initiatives.

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