Operations Manager — Cold Email, SaaS, AI & B2B Operations [NOTE: Only apply if you have direct experience in the cold-email, AI or SaaS B2B start-up industry] Reports directly to the founder Mailin is looking for a hands-on Operations Manager to take ownership of daily operations, lead our operations team, and make sure customer commitments are completed accurately and on time. You’ll work with an existing team, learn how the business operates, and build the processes, quality checks, and training that make execution reliable. We’re looking for someone who takes responsibility for outcomes, investigates problems independently, and keeps work moving without constant founder involvement. We strongly prefer candidates with direct experience in the cold-email industry, especially email infrastructure, mailbox provisioning, sequencer platforms, or running cold-email operations. Practical experience using Claude, Claude Code, and other AI tools in your daily work is a major premio. What you’ll own
• Daily operations: Organize incoming work, set priorities, assign clear owners, manage deadlines, and ensure tasks reach completion.
• Team management: Manage VAs and operations staff, set expectations, coach team members, address performance issues, and identify staffing needs.
• Operational quality: Define what correctly completed work looks like, establish quality checks, investigate mistakes, and reduce recurring errors.
• Customer follow-through: Ensure customer requests and operational issues have an owner, receive timely updates, and reach a verified resolution.
• Documentation and training: Learn workflows through team interviews and live shadowing. Create practical checklists, SOPs, and short recordings, then verify that another person can successfully follow them.
• Onboarding:



Build and run an onboarding process that helps new hires become productive without depending on the founder for every explanation.
• Process improvement: Identify bottlenecks and simplify or automate repetitive work where practical.
• Technical coordination: Investigate operational issues, gather useful evidence, communicate requirements to the technical team, and coordinate customer-impacting handoffs.
• Reporting and escalation: Give the founder a concise view of performance, risks, and decisions requiring input. Resolve routine issues within your authority. You’ll partner with technical leadership, which owns developer management, architecture, code quality, and software delivery. What success looks like
• Daily operations run without the founder routinely assigning, reminding, or checking individual tasks.
• Operational workflows have clear owners, completion standards, and escalation paths.
• Missed commitments, repeat errors, and unnecessary rework decrease.
• Customers receive consistent follow-through.
• Critical workflows have usable documentation and trained backup coverage.
• New hires become productive through structured onboarding.
• The founder has visibility into operations without managing every detail. Experience we’re looking for
• Experience managing operations, customer delivery, or support teams in a software or technology services business.




• Strong preference for hands-on cold-email experience, including work at an agency, email infrastructure provider, or sequencer platform.
• Practical familiarity with mailbox setup, domains and DNS, sequencers, deliverability, and common account or connection issues.
• A demonstrated example of taking recurring responsibilities off a founder or senior leader.
• Experience managing distributed teams and holding people accountable for results.
• Experience learning existing workflows and turning them into effective processes and training.
• Strong judgment about priorities, quality, customer impact, and when to escalate.
• Clear written communication and disciplined follow-through.
• Willingness to perform operational work yourself when needed to understand or improve it. Major bonus: practical AI experience We especially value candidates who regularly use Claude, Claude Code, or similar tools to:
• Turn walkthroughs and scattered information into clear SOPs and training.
• Investigate operational problems and analyze recurring issues.
• Build or improve internal tools, scripts, and automations.
• Reduce repetitive administrative work.
• Verify the accuracy and usefulness of what they produce. We’re interested in concrete examples of how you’ve used these tools to improve your work. Your initial priorities Learn the operation, clarify ownership, and take over an agreed set of recurring responsibilities. Establish a baseline for quality and missed commitments, address the most consequential problems, and build tested documentation for critical workflows.

Working hours
should include agreed overlap with the founder and our team.

📌 Operations Manager (Modena)
🏢 Mailin
📍 Modena