UX Operations Manager (100% Remote friendly within Poland)

📍 Job Overview

Job Title: UX Operations Manager Company: Docplanner Location: Warsaw, Poland (100% Remote friendly within Poland) Job Type: Full-time Category: UX Operations / Product Operations Date Posted: November 3, 2025 Experience Level: 5-10 years Remote Status: 100% Remote

🚀 Role Summary

• Orchestrate and optimize the tools, processes, and governance frameworks crucial for the efficiency of the Product and Tech organization.
• Spearhead Content Operations, focusing on end-to-end content localization and translation pipelines, leveraging AI and specialized tools to enhance speed and quality.
• Lead Research Operations, managing a team to streamline user research processes, from participant recruitment to insight dissemination, ensuring accessibility and impact.
• Drive operational excellence and foster a culture of continuous learning and innovation within the Product Operations domain.
• Define, track, and evangelize the impact of Product Ops initiatives across the company, ensuring alignment with global growth objectives.

📝 Enhancement Note: This role is a hybrid of Content Operations and Research Operations, indicating a broad scope within Product Operations. The emphasis on "orchestrating tools, processes, and governance" points to a strategic and systematic approach to operational efficiency, crucial for scaling a global tech organization like Docplanner, which operates in 13 countries. The mention of AI and LLMs in the company description suggests a forward-thinking environment where technological integration is key.

📈 Primary Responsibilities

• Lead, mentor, and develop the Research Ops team, cultivating an environment of operational excellence, continuous learning, ownership, and innovation.
• Ensure the research process is highly efficient, enabling product teams to engage with users frequently and in a timely manner.
• Facilitate broad accessibility of research knowledge and insights across all product teams to inform decision-making.
• Strengthen and refine participant recruitment and management processes to meet diverse research needs effectively.
• Streamline the end-to-end content creation and translation process across the organization, ensuring consistency and quality.
• Collaborate closely with Content Designers to develop and maintain comprehensive guidelines, tone of voice, and glossary standards.
• Enhance the overall quality and efficiency of Product Operations initiatives, with a particular focus on localization and review processes.
• Define and meticulously track the impact and key performance indicators (KPIs) for both Content and Research Ops teams.
• Proactively evangelize the work and achievements of the Product Operations team throughout the company to foster awareness and adoption.
• Manage and optimize the utilization of localization tools, specifically Phrase or similar platforms, to maximize efficiency and output.

📝 Enhancement Note: The responsibilities clearly delineate ownership for both Content Localization and Research Operations. The emphasis on "making research knowledge accessible" and "streamlining content creation" highlights the role's function as a central facilitator and enabler for product development teams. The requirement to "define and track impact" underscores the performance-driven nature of this operations role.

🎓 Skills & Qualifications

Education: While not explicitly stated, a Bachelor's degree in a related field such as Business Administration, Operations Management, Computer Science, or a relevant technical discipline is typically expected for roles with this level of responsibility. Experience: Minimum of 5 years of experience in product operations, UX Operations, or closely related fields, with a demonstrated history of process implementation and optimization. A minimum of 2 years of people management experience, preferably leading small, specialized teams, is essential.

Required Skills:

• UX Operations / Product Operations: Deep understanding of operational frameworks supporting product development lifecycles.
• Content Localization & Translation: Proven expertise in managing localization pipelines and utilizing translation management systems (TMS) like Phrase, Trados, or similar.
• Research Operations (ResOps): Solid comprehension of UX research methodologies and the operational requirements to support them, including participant recruitment, study management, and insight sharing.
• People Management & Team Leadership: Demonstrated ability to lead, mentor, and develop small teams, fostering a high-performance culture.
• Process Optimization & Implementation: Track record of successfully implementing and refining operational processes for efficiency and scalability.
• Project Management: Proficiency in project management methodologies and tools (e.g., Agile, Scrum, Jira, Asana) to manage multiple initiatives concurrently.
• Stakeholder Management: Excellent skills in collaborating with and influencing cross-functional teams, including Product, Engineering, Design, and external partners.
• Communication Skills: Exceptional verbal and written communication abilities for clear articulation of strategies, processes, and results to diverse audiences.
• Data Analysis & KPI Tracking: Ability to define, track, and analyze key performance indicators to measure operational effectiveness and identify areas for improvement.

Preferred Skills:

• Healthcare/Fintech/Regulated Industries: Experience working within industries subject to stringent compliance and regulatory requirements.
• AI-Assisted Tools: Familiarity or experience with AI-assisted content creation, translation tools, or research analysis platforms.
• Knowledge Management Systems: Experience with tools and strategies for organizing and disseminating knowledge within an organization (e.g., Confluence, Notion).
• Participant Management Platforms: Experience with platforms specifically designed for managing research participant databases and scheduling.
• Global Operations: Understanding of the complexities and best practices for managing operations across multiple international markets.

📝 Enhancement Note: The required experience level and specific skills like "Phrase or similar platforms" and "UX research methodologies" strongly suggest the role demands a blend of tactical execution and strategic oversight. The preference for regulated industries hints at Docplanner's focus on data privacy and compliance, which is critical in healthcare.

📊 Process & Systems Portfolio Requirements

Portfolio Essentials:

• Process Improvement Case Studies: Candidates should be prepared to present detailed case studies showcasing their ability to identify operational bottlenecks, design and implement new processes, and achieve measurable improvements in efficiency, quality, or speed within content localization or research operations.
• System Implementation Examples: Evidence of experience in evaluating, selecting, implementing, and optimizing operational tools and technologies (e.g., TMS, participant management platforms, knowledge bases).
• Metrics & KPI Demonstration: Portfolio items should clearly demonstrate the ability to define, track, and report on key performance indicators (KPIs) relevant to content localization (e.g., translation turnaround time, cost per word, quality scores) and research operations (e.g., participant recruitment speed, study completion rates, insight generation velocity).
• Cross-functional Collaboration Frameworks: Examples of how you have designed or improved processes that facilitate seamless collaboration between UX/Product teams, engineering, content, and external localization vendors.

Process Documentation:

• Workflow Design & Optimization: Ability to create clear, concise, and actionable documentation for standardized workflows, including process maps, standard operating procedures (SOPs), and best practice guides for content localization and research operations.
• Implementation & Automation Strategies: Documentation illustrating how you have introduced new processes or automated existing tasks to enhance efficiency, reduce manual effort, and improve scalability.
• Performance Measurement Frameworks: Examples of how you have established frameworks for monitoring and analyzing process performance, identifying areas for continuous improvement, and reporting on impact.

📝 Enhancement Note: For a UX Operations Manager role, a portfolio that demonstrates tangible process improvements and successful system implementations is crucial. Applicants should focus on quantifying the impact of their work, particularly in terms of efficiency gains, cost savings, and improved team productivity.

💵 Compensation & Benefits

Salary Range: Based on industry benchmarks for a UX Operations Manager with 5-10 years of experience in a 100% remote, Poland-based role, the estimated salary range is PLN 150,000 - PLN 240,000 gross per year. This estimate considers the experience level, responsibilities, and the cost of living in Poland for a remote position. Benefits:

• Competitive Salary: As outlined in the estimated range, reflecting the candidate's experience and the role's strategic importance.
• 100% Remote Work: Flexibility to work from anywhere within Poland, promoting work-life balance.
• Health Insurance: Comprehensive private medical care package for employees and potentially their dependents.
• Life Insurance: Coverage to provide financial security for employees and their families.
• Multisport Card: Access to a wide range of sports and recreational facilities.
• Meal Vouchers/Allowance: Support for daily meal expenses.
• Professional Development: Opportunities for training, workshops, conferences, and certifications to enhance skills in UX Ops, AI, and leadership.
• Generous Paid Time Off: Standard vacation days, plus potential for additional days based on tenure or company policy.
• Stock Options/Equity: Potential for participation in company growth through stock options, especially in a growing tech company.
• Annual Bonus: Performance-based bonuses tied to individual and company achievements.

Working Hours: Standard full-time hours (approximately 40 hours per week), with flexibility to accommodate different working styles and time zones within Poland. The remote nature of the role allows for a degree of autonomy in managing the workday.

📝 Enhancement Note: The salary estimate is based on data from reputable Polish job boards and international compensation aggregators for similar roles in Tech Operations, considering the specified experience level and remote work arrangement within Poland. The benefits are typical for a tech company of Docplanner's size and industry, with a strong emphasis on employee well-being and professional growth.

🎯 Team & Company Context

🏢 Company Culture

Industry: Healthcare Technology (Healthtech) and Software as a Service (SaaS). Docplanner operates in a rapidly growing sector focused on digitalizing healthcare services, improving patient access, and enhancing provider efficiency. Company Size: Over 3,500 employees globally, indicating a large, established organization with a significant operational footprint. Founded: 10 years ago (circa 2014), suggesting a company with a solid track record, a mature product, and established processes, yet retaining a "startup mindset" as stated.

Team Structure:

• Product & Tech Organization: The UX Ops Manager will be a key part of the broader Product and Tech organization, which likely comprises numerous Product Managers, UX/UI Designers, Researchers, Engineers, and other operational support functions.
• Direct Reports: The role directly manages a team of 3 Research Ops professionals, implying a leadership component and responsibility for team development.
• Cross-functional Collaboration: High degree of interaction expected with Content Designers, Product Managers, Engineers, Localization Partners, and potentially Marketing and Go-to-Market teams to ensure seamless operational support.

Methodology:

• Data-Driven Decision Making: Docplanner emphasizes leveraging data, AI, and network effects, suggesting a culture where data analysis and insights are central to operational strategies.
• Agile & Iterative Processes: As a tech company, Agile methodologies are likely employed, requiring adaptable and iterative approaches to process improvement and operational support.
• Global Scalability: The company's leadership in 13 countries implies a focus on scalable processes and tools that can support international expansion and diverse user bases.

Company Website: https://www.docplanner.com/

📝 Enhancement Note: Docplanner's mission to "make people longer & healthier lives" and its focus on patient empowerment and provider efficiency are core to its culture. The company's growth and international presence mean operations roles are critical for scaling effectively. The "startup mindset" suggests an environment that values initiative, agility, and a hands-on approach.

📈 Career & Growth Analysis

Operations Career Level: This is a Managerial role within Operations, specifically focused on UX Operations and Product Operations. It sits above individual contributor roles and below senior leadership (e.g., Director of Operations). It requires strategic thinking, process ownership, team leadership, and cross-functional influence. Reporting Structure: The UX Operations Manager will likely report to a Director or Head of Product Operations, Head of UX, or a senior leader within the Product or Technology organization. They will, in turn, manage a team of Research Operations professionals. Operations Impact: This role is pivotal in enabling the Product and Tech organization to operate with maximum efficiency and effectiveness. By streamlining content localization and research processes, the manager directly impacts the speed of product delivery, the quality of user experience, and the company's ability to scale its offerings globally. This operational efficiency translates directly into faster market penetration, improved user satisfaction, and ultimately, revenue growth.

Growth Opportunities:

• Expanded Operational Scope: Potential to take on additional operational areas beyond Content and Research Ops, such as tooling, data governance, or program management for larger strategic initiatives.
• Leadership Advancement: Opportunity to grow into a Director-level role, managing larger teams and a broader portfolio of operational responsibilities within Product or Tech.
• Specialization in AI/ML Operations: Given the company's interest in AI/LLMs, there could be opportunities to specialize in the operational aspects of AI-driven product features or internal tools.
• Cross-functional Mobility: Experience gained in this role can open doors to Product Management, Program Management, or other strategic roles within the company.
• Industry Expertise Development: Deepen expertise in Healthtech operations, localization strategies, and user research best practices.

📝 Enhancement Note: The role offers a clear path for growth within operations management, with the potential to expand responsibilities and leadership scope. The emphasis on scaling and AI integration within Docplanner provides unique opportunities for career development in a dynamic tech environment.

🌐 Work Environment

Office Type: Docplanner is described as "100% remote-friendly." This implies that while physical office spaces may exist, the company culture and infrastructure are built to support fully remote employees. Collaboration and communication are primarily digital. Office Location(s): While the job is remote-friendly within Poland, Docplanner has offices in various global locations, including Warsaw, Poland. The specific office presence is less relevant for a remote role but indicates the company's physical footprint.

Workspace Context:

• Digital-First Collaboration: Expect to work primarily through digital communication channels (Slack, Teams, Zoom, email) and project management tools.
• Operations Tooling: Access to a range of modern operational tools for project management, communication, documentation, localization, and research management.
• Team Interaction: Regular virtual team meetings, 1:1s with direct reports, and cross-functional syncs will be the primary modes of interaction. The company culture likely encourages proactive engagement despite the remote setup.

Work Schedule: The role is full-time, approximately 40 hours per week. While core hours might be expected for team synchronization, there's likely flexibility in how the workday is structured, accommodating the remote work arrangement. The focus will be on output and achieving defined objectives rather than strict adherence to office hours.

📝 Enhancement Note: The 100% remote nature is a significant aspect of the work environment, emphasizing self-discipline, excellent digital communication skills, and the ability to build relationships and drive results without in-person proximity.

📄 Application & Portfolio Review Process

Interview Process:

• Initial Screening: A recruiter or hiring manager will review applications and conduct a brief screening call to assess basic qualifications, experience, and cultural fit.
• Hiring Manager Interview: A more in-depth discussion with the hiring manager focusing on your experience in UX Ops, Content Ops, Research Ops, team leadership, and process improvement. Be prepared to discuss specific examples from your career.
• Case Study / Practical Exercise: You may be asked to complete a take-home assignment or a live exercise related to process optimization for localization or research operations. This could involve analyzing a scenario, proposing solutions, or outlining a new process.
• Team / Peer Interviews: Interviews with potential peers or team members (e.g., a Product Manager, a Senior UX Designer, or another Operations lead) to assess your collaboration style, technical understanding, and ability to integrate into the team.
• Final Interview / Leadership Discussion: A final conversation, potentially with a senior leader (e.g., Head of Product), to discuss strategic alignment, long-term vision, and overall fit with the company's goals.

Portfolio Review Tips:

• Quantify Impact: For each project or case study, clearly state the problem, your solution, and the measurable results using data (e.g., "Reduced translation turnaround time by 20%", "Increased participant recruitment efficiency by 30%", "Improved content quality scores by 15%").
• Showcase Process Thinking: Detail the steps you took to analyze, design, implement, and optimize processes. Use process maps or flowcharts where appropriate.
• Highlight Tool Proficiency: Mention specific tools you used (e.g., Phrase, Jira, Confluence, research participant platforms) and how they contributed to the success of your initiatives.
• Demonstrate Leadership: Include examples of how you mentored team members, managed stakeholders, and drove adoption of new processes.
• Tailor to the Role: Emphasize experience directly relevant to Content Localization and Research Operations, as these are the primary focuses of the job description.

Challenge Preparation:

• Process Design: Be ready to outline how you would approach designing or improving a specific operational process (e.g., a new content localization workflow, a participant recruitment strategy for a niche user group).
• Problem-Solving Scenarios: Prepare for questions asking how you would handle common operational challenges, such as stakeholder misalignment, tool integration issues, or quality control problems.
• Team Management Scenarios: Think about how you would address performance issues within your team, foster collaboration, or onboard new team members.
• Strategic Thinking: Be prepared to discuss how your operational initiatives align with broader business goals, such as global expansion or product innovation.

📝 Enhancement Note: The emphasis on a portfolio and practical exercises suggests Docplanner values demonstrable skills and a proactive, results-oriented approach. Candidates should prepare to showcase their ability to translate strategic goals into actionable operational plans and measurable outcomes.

🛠 Tools & Technology Stack

Primary Tools:

• Content Localization & Translation: Phrase (highly preferred), Trados, MemoQ, or other Translation Management Systems (TMS).
• Project Management: Jira, Asana, Trello, Monday.com, or similar tools for workflow tracking and project execution.
• Collaboration & Communication: Slack, Microsoft Teams, Zoom, Google Workspace (Docs, Sheets, Slides).
• Documentation & Knowledge Management: Confluence, Notion, or similar platforms for SOPs, guidelines, and knowledge sharing.

Analytics & Reporting:

• Product Analytics: Tools like Amplitude, Mixpanel, or Google Analytics to understand user behavior and inform research priorities.
• BI/Dashboarding Tools: Tableau, Power BI, Looker, or internal dashboards for tracking KPIs and operational performance.
• Spreadsheet Software: Advanced proficiency in Google Sheets or Microsoft Excel for data analysis and reporting.

CRM & Automation:

• CRM Systems: While not core to UX Ops, understanding how CRM data (e.g., Salesforce) might inform user segmentation for research or content targeting could be beneficial.
• Workflow Automation: Familiarity with tools or concepts related to automating repetitive tasks within operational workflows.

Research Operations Specific:

• Participant Recruitment Platforms: Tools like UserTesting.com, Respondent.io, User Interviews, or internal databases.
• Survey Tools: SurveyMonkey, Typeform, Google Forms for data collection.
• Research Repositories: Tools or systems for storing and accessing research findings.

📝 Enhancement Note: Proficiency in Phrase is explicitly mentioned as ideal, making it a key tool to highlight if you have experience. The ability to integrate and manage various tools within a complex operational ecosystem is essential for this role.

👥 Team Culture & Values

Operations Values:

• Operational Excellence: A commitment to high standards, efficiency, and continuous improvement in all operational processes.
• Data-Driven Approach: Utilizing data and metrics to inform decisions, measure impact, and drive progress.
• Customer Focus: Ensuring that operational processes ultimately support the delivery of excellent patient and provider experiences.
• Collaboration & Partnership: Working effectively across teams to achieve shared goals and foster a sense of collective ownership.
• Ownership & Initiative: Proactively taking responsibility for tasks and driving outcomes autonomously.
• Continuous Learning & Innovation: Embracing new technologies (like AI) and methodologies to enhance operational effectiveness.

Collaboration Style:

• Proactive Communication: Regularly updating stakeholders, sharing insights, and seeking feedback.
• Cross-functional Integration: Working closely with Product, Engineering, Design, and Content teams to ensure operations support their needs seamlessly.
• Feedback-Driven Improvement: Openness to receiving and providing constructive feedback to refine processes and foster a culture of learning.
• Knowledge Sharing: Actively contributing to a shared knowledge base and mentoring team members.

📝 Enhancement Note: Docplanner's company description highlights a commitment to making the world "a little bit better" and embracing diversity. For operations roles, this translates to a focus on impact, collaboration, and a positive, forward-thinking approach to problem-solving.

⚡ Challenges & Growth Opportunities

Challenges:

• Scaling Global Operations: Ensuring localization processes and research operations can effectively support Docplanner's continued international expansion and diverse user needs.
• Integrating AI/LLMs: Staying ahead of the curve in leveraging emerging AI technologies for content localization and research insights, while managing associated quality and ethical considerations.
• Balancing Efficiency and Quality: Maintaining high standards for content quality and research rigor while driving faster turnaround times and cost efficiencies.
• Cross-Functional Alignment: Effectively managing the needs and expectations of various product teams, ensuring buy-in and adoption of standardized operational processes.
• Remote Team Management: Fostering strong team cohesion, engagement, and performance within a fully remote team structure.

Learning & Development Opportunities:

• Advanced Localization Strategies: Deepen expertise in internationalization (i18n) and localization (l10n) best practices, including AI-driven translation and quality assurance automation.
• Research Operations Maturity: Develop advanced strategies for participant management, ethical research conduct, insight synthesis, and building robust research repositories.
• Leadership Development: Enhance people management skills, strategic planning, and stakeholder influence through mentorship and company-provided training.
• Industry Trends: Stay abreast of evolving trends in UX, Product Operations, Healthtech, and AI/ML tools and their operational implications.
• Process Automation: Explore opportunities to implement more sophisticated automation within content and research workflows.

📝 Enhancement Note: The role presents a significant opportunity to shape and scale critical operational functions within a fast-growing global Healthtech company. The challenges are directly linked to the company's strategic priorities, offering substantial growth potential for the right candidate.

💡 Interview Preparation

Strategy Questions:

• "Describe a time you implemented a new operational process that significantly improved efficiency. What was the process, how did you implement it, and what were the measurable results?" (Focus on your methodology, stakeholder management, and quantifiable impact.)
• "How would you approach streamlining content localization for a product expanding into five new markets simultaneously?" (Prepare to discuss your phased approach, tool selection, vendor management, and quality assurance strategies.)
• "Imagine our product teams are struggling to recruit specific user segments for research. What steps would you take to improve participant recruitment?" (Highlight your understanding of research ops, participant databases, and outreach strategies.)
• "How do you define and track success for your operations teams? What KPIs are most critical for Content Ops and Research Ops?" (Be ready to discuss specific metrics and how they tie to business objectives.)

Company & Culture Questions:

• "What interests you about Docplanner's mission to 'make people longer & healthier lives' and our focus on AI in healthcare?" (Research Docplanner's recent news, product offerings, and any public statements about their AI strategy.)
• "How do you foster a culture of ownership and continuous learning within a remote team?" (Relate this to your leadership style and experience managing remote teams.)
• "How would you ensure seamless collaboration between your ops teams and remote product/engineering teams?" (Discuss your communication strategies and experience with digital collaboration tools.)

Portfolio Presentation Strategy:

• Structure: Organize your portfolio by key areas (e.g., Content Localization, Research Operations, Process Improvement) or by project. For each project, clearly articulate:
  • The Challenge: What was the problem or opportunity?
  • Your Approach: What steps did you take? What tools did you use?
  • The Solution: What process or system did you implement?
  • The Impact: What were the measurable results (quantified)?
• Storytelling: Frame your experiences as compelling narratives that highlight your problem-solving skills, strategic thinking, and ability to drive tangible outcomes.
• Data Visualization: Use charts, graphs, or process maps to visually represent data, workflows, and impact.
• Conciseness: Be prepared to present your key achievements concisely and answer follow-up questions in detail. Tailor your presentation to the specific requirements of the UX Operations Manager role.

📝 Enhancement Note: The interview process likely emphasizes practical application and demonstrable results. Candidates should prepare to articulate their strategic thinking behind operational improvements and quantify the business impact of their work.

📌 Application Steps

To apply for this UX Operations Manager position:

• Submit your application through the provided link on SmartRecruiters.
• Tailor Your Resume: Highlight experience directly relevant to UX Operations, Content Localization (especially with tools like Phrase), Research Operations, team leadership, and process optimization. Use keywords from the job description.
• Prepare Your Portfolio: Curate 2-3 strong case studies that demonstrate your ability to implement and optimize operational processes, quantify impact, and manage cross-functional stakeholders. Focus on examples related to content localization and research operations.
• Practice Your Pitch: Be ready to articulate your experience and value proposition clearly and concisely, especially during the initial screening and hiring manager interviews. Practice explaining your portfolio examples.
• Research Docplanner: Understand the company's mission, products, market position, and recent news, particularly regarding their use of AI and global expansion. This will help you tailor your answers and demonstrate genuine interest.

⚠️ Important Notice: This enhanced job description includes AI-generated insights and operations industry-standard assumptions. All details should be verified directly with the hiring organization before making application decisions.

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