UX Operations Manager (100% Remote friendly within Spain)

📍 Job Overview

Job Title: UX Operations Manager Company: Docplanner Location: Barcelona, Catalonia, Spain (100% Remote friendly within Spain) Job Type: Full-time Category: User Experience (UX) Operations / Product Operations Date Posted: November 3, 2025 Experience Level: Mid-Senior Level (5+ years experience) Remote Status: Fully Remote (within Spain)

🚀 Role Summary

• This role is critical for orchestrating the essential tools, processes, and governance frameworks that empower Docplanner's Product and Tech organization to achieve peak efficiency and operational excellence.
• The position will initially focus on Content Operations, specifically managing end-to-end content localization and translation pipelines, with a strong emphasis on leveraging AI and tools like Phrase to streamline workflows and maintain high-quality standards.
• Simultaneously, the role will oversee Research Operations, leading a team to scale and optimize research processes, ensuring seamless participant recruitment, study execution, and insight accessibility for product teams.
• The UX Operations Manager will act as a key bridge between various departments, including content designers, engineers, localization partners, researchers, PMs, and designers, fostering collaboration and driving data-informed decision-making across the product development lifecycle.

📝 Enhancement Note: The role is explicitly defined as "UX Operations Manager" but the responsibilities span both Content Operations and Research Operations within the Product & Tech organization. This indicates a broader Product Operations scope that leverages UX principles and methodologies. The emphasis on "orchestrating tools, processes, and governance" aligns strongly with core Revenue Operations and Sales Operations principles of driving efficiency and scalability through systematic approaches.

📈 Primary Responsibilities

• Lead and develop the Research Ops team, cultivating an inclusive and collaborative environment that champions operational excellence, continuous learning, ownership, and innovation in research practices.
• Ensure the research process is highly efficient, enabling product teams to conduct frequent and timely user interviews and studies to gather critical feedback.
• Establish and maintain robust systems for making research knowledge and insights easily accessible to all product teams, democratizing user understanding.
• Strengthen participant recruitment and management infrastructure to meet the diverse research needs of product development initiatives.
• Streamline the end-to-end content creation and translation processes across the company, ensuring consistency and scalability.
• Collaborate closely with Content Designers to develop and maintain comprehensive guidelines, tone of voice standards, and glossaries.
• Enhance the quality and efficiency of all Product Operations initiatives, with a significant focus on localization, review processes, and content lifecycle management.
• Define, track, and report on key performance indicators (KPIs) for both the Content Ops and Research Ops teams, demonstrating impact and identifying areas for improvement.
• Evangelize the work and successes of the Product Operations team across the wider organization, fostering a culture of operational awareness and best practices.

📝 Enhancement Note: The responsibilities highlight a strong focus on process optimization, efficiency, and data-driven decision-making, which are cornerstones of operations roles. The emphasis on "defining and tracking KPIs" and "defining and tracking impact" is particularly relevant for operations professionals looking to demonstrate business value.

🎓 Skills & Qualifications

Education: While no specific degree is listed, a Bachelor's or Master's degree in a relevant field such as Business Administration, Operations Management, Human-Computer Interaction, or a related discipline would be advantageous.

Experience:

• A minimum of 5 years of progressive experience in Product Operations, UX Operations, or closely related operational roles within technology organizations.
• A proven track record of implementing and optimizing operational processes, demonstrating clear improvements in efficiency, quality, or scalability.
• At least 2 years of direct people management experience, with a preference for leading small, specialized teams.

Required Skills:

• UX Operations & Product Operations: Deep understanding of operational frameworks supporting product development, user research, and content management.
• Content Localization & Translation: Expertise in managing localization and translation workflows, ideally with hands-on experience using tools like Phrase or similar platforms.
• UX Research Operations: Strong knowledge of UX research methodologies and the operational requirements to support them, including participant recruitment, study management, and insight dissemination.
• Process Implementation & Optimization: Demonstrated ability to design, implement, and continuously improve operational processes for maximum efficiency and effectiveness.
• Project Management: Proficiency in project management methodologies and tools for planning, executing, and tracking operational initiatives.
• Stakeholder Management: Excellent communication, interpersonal, and influencing skills to effectively manage relationships and collaborate with cross-functional stakeholders at all levels.
• Team Leadership: Proven experience in leading, mentoring, and developing specialized teams, fostering a high-performance and collaborative culture.

Preferred Skills:

• Industry Experience: Previous experience working within the healthcare, fintech, or other regulated industries, understanding compliance and specific operational nuances.
• AI & Automation: Familiarity or experience working with AI-assisted content creation, translation tools, or automation technologies to enhance operational workflows.
• Knowledge Management: Experience with research repositories, knowledge management systems, and platforms for organizing and sharing operational insights.
• Data Analysis & Reporting: Ability to define, track, and analyze KPIs, using data to drive operational decisions and demonstrate impact.

📝 Enhancement Note: The requirement for "5+ years experience in product operations, UX Operations or related roles" and "2+ years people management experience" clearly places this as a mid-to-senior level operations role. The specific mention of "Phrase tool" and "AI-assisted content" indicates a need for technical proficiency in specialized operations software.

📊 Process & Systems Portfolio Requirements

Portfolio Essentials:

• Process Improvement Case Studies: Candidates are expected to showcase demonstrable examples of successfully implementing and optimizing operational processes, particularly within content localization or research operations. This should include a clear articulation of the problem, the implemented solution, and the quantifiable outcomes (e.g., efficiency gains, cost reductions, quality improvements).
• Workflow Design & Automation: Portfolio pieces should highlight experience in designing efficient workflows, ideally with examples of leveraging technology or automation to streamline complex operations like translation pipelines or participant recruitment.
• System Implementation & Management: Evidence of experience in selecting, implementing, or managing operational tools and systems (e.g., localization platforms, research participant databases, knowledge management systems) is crucial.
• KPI Definition & Tracking: Demonstrations of how you have defined key performance indicators (KPIs) for operational teams and used them to measure performance, drive improvements, and report impact.

Process Documentation:

• Workflow Mapping & Optimization: Candidates should be prepared to discuss their approach to mapping existing operational workflows, identifying bottlenecks, and proposing data-driven optimization strategies. This includes documenting new or improved processes.
• Standard Operating Procedures (SOPs): Experience in creating and implementing Standard Operating Procedures (SOPs) for critical operational functions, such as content review cycles, translation quality assurance, or research participant onboarding, is highly valued.
• Performance Measurement Frameworks: The ability to develop and articulate frameworks for measuring the performance and impact of operational initiatives, including the selection of appropriate metrics and reporting mechanisms.

📝 Enhancement Note: While a formal "portfolio" might not be explicitly requested as a submission document, the "Qualifications" and "Interview Process" sections strongly imply that candidates will be evaluated on their ability to present and discuss past projects and operational achievements. This necessitates preparing a strong narrative around process improvements, system implementations, and measurable results.

💵 Compensation & Benefits

Salary Range: Given the role's location (Spain), experience level (5+ years with management), and the nature of a remote-friendly tech company, a competitive salary range in Euros is anticipated. Based on industry benchmarks for similar roles in Spain, a range of €50,000 - €70,000 gross per year is estimated. This can vary based on specific experience, skills, and negotiation.

Benefits:

• Flexible Remuneration System (Flexoh): This includes tax-advantaged benefits such as a restaurant card, transportation card, kindergarten support, and training savings, offering significant flexibility and cost savings.
• Share Options Plan: Eligible employees receive share options after 6 months of employment, providing an opportunity to benefit from the company's growth.
• Private Healthcare Plan: Comprehensive medical and dental coverage through Adeslas for the employee, with subsidized options for family members.
• Gym Membership: Access to hundreds of gyms at a symbolic fee through a partnership with Wellhub, extending to family members.
• Mental Wellness Support: Access to iFeel, a technological platform offering online psychological support and counseling for mental well-being.
• Generous Paid Time Off: 23 standard paid holidays, plus the option to exchange local bank holidays.
• Additional Paid Holiday: An extra day off to celebrate either a birthday or a work anniversary.
• Remote/Hybrid Flexibility: 100% remote work option within Spain or a hybrid model with access to the Barcelona hub.
• Flexible Working Hours: Highly flexible schedule, with minimal mandatory meeting requirements.
• Summer Intensive Schedule: A reduced working day during July and August.

Working Hours: The role mentions "Flexible working hours (fully flexible, as in most cases you only have to be on a couple of meetings weekly)" and a "Summer intensive schedule during July and August (work 7 hours, finish earlier)." This suggests a standard 40-hour work week, but with significant autonomy and flexibility in how those hours are structured, often aligning with core business needs for collaboration rather than strict adherence to a 9-to-5 schedule.

📝 Enhancement Note: The salary estimate is based on industry data for similar mid-to-senior level operations and management roles within Spain, considering the tech sector and remote work flexibility. The benefits package is substantial and reflects a modern, employee-centric approach common in international tech companies.

🎯 Team & Company Context

🏢 Company Culture

Industry: Technology, focused on Healthcare. Docplanner operates at the intersection of technology and healthcare, aiming to improve patient access and healthcare provider management through digital solutions. This industry often requires a high degree of reliability, data security, and a patient-centric approach. Company Size: Over 3,500 employees globally. This indicates a large, established organization with the resources of a scale-up, offering stability and significant opportunities for impact, while still retaining a startup mindset. Founded: Over 10 years ago. This history suggests a company with proven market traction, a solid understanding of its domain, and a culture that has evolved but retains its foundational values.

Team Structure:

• The UX Operations Manager will lead a small, specialized team within the Product and Tech organization, initially comprising 3 Research Operations professionals. The role will likely report into a Director or VP of Product Operations, UX, or Technology.
• This role requires extensive collaboration with cross-functional teams, including Content Designers, Engineers, Product Managers, Researchers, and Localization Partners, acting as a central hub for operational efficiency.
• The company emphasizes a "startup mindset" despite its size, suggesting a culture that values agility, innovation, ownership, and a direct impact on business goals.

Methodology:

• Data-Driven Operations: The role emphasizes defining and tracking KPIs, suggesting a commitment to measuring operational performance and using data to inform process improvements and strategic decisions.
• Process Optimization & Automation: A core aspect of the role involves streamlining workflows and leveraging tools (including AI) to increase efficiency, which points to a methodology focused on continuous improvement and technological adoption.
• User-Centricity: While the role is operations-focused, its placement within UX Operations and its responsibilities for supporting user research and content localization underscore a commitment to ensuring the end-user experience remains paramount.

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

📝 Enhancement Note: Docplanner's mission to improve healthcare access and efficiency is a strong cultural driver. For operations professionals, understanding this mission is key to articulating how their work directly contributes to positive patient outcomes and business growth in a regulated industry. The "startup mindset" combined with "over 3,500 employees" suggests a dynamic environment where operational improvements can have a significant, visible impact.

📈 Career & Growth Analysis

Operations Career Level: This role sits at a Managerial level within UX/Product Operations. It requires a blend of individual contributor expertise (in operations processes, localization, research ops) and people leadership. The scope includes managing a team and influencing operational strategy across product development, content, and research functions. This is a significant step up from individual contributor roles and offers a pathway to more senior leadership positions in operations.

Reporting Structure: The UX Operations Manager will likely report to a senior leader within the Product or Technology organization (e.g., Director of Product Operations, Head of UX, VP of Product). They will directly manage a team of Research Operations professionals.

Operations Impact: The impact of this role is substantial, directly influencing the speed, quality, and efficiency of product development and global content delivery. By optimizing research processes, ensuring timely user feedback, and streamlining content localization, this role enables the company to:

• Accelerate product innovation and time-to-market.
• Enhance the quality and relevance of global content.
• Improve cross-functional collaboration and reduce operational friction.
• Support global market expansion through effective localization.
• Ultimately, contribute to Docplanner's mission of making healthcare more accessible and efficient.

Growth Opportunities:

• Leadership Expansion: Potential to grow into senior management roles, overseeing broader Product Operations, UX Operations, or even GTM Operations functions, potentially managing larger teams and budgets.
• Strategic Influence: Opportunity to shape the operational strategy for content and research, influencing tool selection, process development, and best practices across the Product and Tech organization.
• Cross-Functional Expertise: Deepen expertise in areas like AI-driven content, advanced research methodologies, and internationalization strategies, becoming a subject matter expert.
• Mentorship and Development: Play a key role in mentoring and developing the Research Ops team members, fostering their growth and building future operational talent.

📝 Enhancement Note: This role offers a clear career progression path from an experienced individual contributor or junior manager to a strategic operations leader. The emphasis on managing teams and driving cross-functional process improvements makes it an ideal stepping stone for aspiring operations leaders.

🌐 Work Environment

Office Type: Docplanner offers a fully remote work model within Spain or a hybrid option with a hub in Barcelona. This indicates a flexible and modern work environment that prioritizes employee well-being and autonomy.

Office Location(s): While the role is remote-friendly, a physical hub exists in Barcelona, Catalonia, Spain. This provides an option for in-person collaboration, team events, or a change of scenery for those who prefer it.

Workspace Context:

• Remote-First Culture: The emphasis on 100% remote-friendly work suggests a culture that is well-equipped for distributed teams, utilizing digital collaboration tools effectively.
• Collaborative Tools: Expect to utilize a variety of digital tools for communication, project management, and workflow automation, facilitating seamless interaction across distributed teams.
• Team Interaction: While remote, the company fosters opportunities for connection through virtual team meetings, potential in-person meetups (if opting for hybrid or visiting hubs), and a strong emphasis on inclusive communication practices.

Work Schedule: The schedule is described as "fully flexible, as in most cases you only have to be on a couple of meetings weekly." This provides significant autonomy, allowing individuals to structure their workdays around personal needs and peak productivity times, while ensuring alignment with core team collaboration requirements. The summer schedule further enhances this flexibility.

📝 Enhancement Note: The "fully remote friendly within Spain" aspect is a significant draw for operations professionals seeking work-life balance and location independence. The company's commitment to flexible hours and a distributed work model suggests a mature operational structure that can support remote talent effectively.

📄 Application & Portfolio Review Process

Interview Process:

• Initial Screening: A recruiter or hiring manager will likely conduct an initial screening call to assess your background, experience alignment, and understanding of the role's core responsibilities, particularly in UX Operations, Content Ops, and Research Ops. Be prepared to articulate your experience with process optimization and team management.
• Hiring Manager Interview: A deeper dive into your experience, focusing on your ability to lead teams, manage complex operational processes (localization, research), and your strategic thinking. Expect questions about your management style, conflict resolution, and how you drive operational efficiency.
• Cross-Functional Interviews: Interviews with key stakeholders (e.g., a Content Design Lead, a Research Lead, a Product Manager) to assess your collaboration skills, understanding of their needs, and how you've successfully partnered with them in the past. Prepare examples of how you've supported their work through operational improvements.
• Case Study/Presentation: It's highly probable that you will be asked to prepare a case study or presentation. This could involve outlining your approach to a specific challenge (e.g., improving a translation pipeline, scaling research operations) or presenting a past project that highlights your operational achievements and impact. Focus on metrics and demonstrable results.
• Final Interview: Potentially with a senior leader (e.g., VP of Product/Tech) to discuss cultural fit, strategic alignment, and long-term vision for the role and team.

Portfolio Review Tips:

• Quantify Everything: For any case study or project you present, focus on quantifiable results. Use metrics to demonstrate the impact of your operational improvements (e.g., "Reduced translation turnaround time by 20%," "Increased participant recruitment success rate by 15%," "Improved content quality score by 10%").
• Process Flow Focus: Visually represent key processes you've optimized. Flowcharts or diagrams can effectively illustrate before-and-after scenarios, highlighting bottlenecks and your solutions.
• Tool Proficiency: Be ready to discuss the specific tools you've used (e.g., Phrase, project management software, research platforms) and how you leveraged them to achieve operational goals.
• Problem/Solution/Impact Structure: Structure your portfolio examples using a clear problem-solution-impact framework. Articulate the challenge, detail the operational solution you implemented, and clearly state the positive outcomes.
• Tailor to Docplanner: Research Docplanner's mission and values. Frame your experience and achievements in a way that aligns with their goals of improving healthcare and their emphasis on efficiency and innovation.

Challenge Preparation:

• Operational Process Design: Be prepared for a prompt asking you to design or optimize a specific operational process relevant to content or research. Think about the steps involved, potential challenges, necessary tools, and how you would measure success.
• Team Management Scenarios: Anticipate questions about how you would handle team conflicts, motivate a remote team, or develop talent within your specialized group.
• Stakeholder Alignment: Practice articulating how you would align operational goals with the needs of diverse stakeholders (e.g., engineering, design, marketing).

📝 Enhancement Note: The structure of the interview process and the implicit need for a portfolio strongly suggest that this is a role where demonstrating practical, results-oriented operations expertise is paramount. Candidates should prepare to discuss their methodologies and showcase tangible achievements.

🛠 Tools & Technology Stack

Primary Tools:

• Localization/Translation: Phrase (specifically mentioned), or similar Translation Management Systems (TMS) and Computer-Assisted Translation (CAT) tools. Experience with APIs or integrations for these tools would be beneficial.
• Project Management: Tools like Asana, Jira, Trello, Monday.com, or similar for workflow management, task tracking, and cross-functional project coordination.
• Collaboration & Communication: Slack, Microsoft Teams, Google Workspace (Docs, Sheets, Slides) for daily communication, documentation, and collaborative work.

Analytics & Reporting:

• Analytics Platforms: Tools for tracking user behavior and content engagement (e.g., Google Analytics, Amplitude, Mixpanel) might be relevant for understanding content impact.
• BI/Dashboard Tools: Experience with tools like Tableau, Power BI, Looker, or custom dashboards for KPI tracking and reporting on operational performance.

CRM & Automation:

• CRM: While not explicitly mentioned, familiarity with CRM systems like Salesforce or HubSpot could be relevant if operations touch customer-facing aspects or sales enablement in broader GTM contexts.
• Automation Tools: Experience with workflow automation tools or scripting (e.g., Zapier, Make.com, basic scripting) to connect systems and automate repetitive tasks within content or research operations.
• Research Tools: Familiarity with participant recruitment platforms (e.g., UserTesting, Respondent.io), survey tools (e.g., SurveyMonkey, Typeform), and knowledge management/repository systems.

📝 Enhancement Note: The explicit mention of "Phrase tool" is a key indicator. Operations professionals with experience in localization platforms and a strong understanding of how to integrate them into broader content workflows will be highly valued. The role also requires a broad understanding of tools used in product development, research, and project management.

👥 Team Culture & Values

Operations Values:

• Operational Excellence: A core value focused on achieving high standards in efficiency, quality, and reliability across all operational processes. This translates to a drive for continuous improvement and attention to detail.
• Data-Driven Decision Making: A strong emphasis on using data and KPIs to inform decisions, measure impact, and guide strategic direction within operations.
• Collaboration & Cross-Functional Partnership: The role necessitates working closely with diverse teams, valuing open communication, shared goals, and mutual support to achieve collective success.
• Ownership & Autonomy: Employees are expected to take initiative, drive projects forward independently, and feel accountable for their outcomes. This aligns with the "startup mindset" and empowers individuals to make a significant impact.
• Continuous Learning & Innovation: In a rapidly evolving tech landscape, a commitment to staying updated on new tools, methodologies, and best practices (especially in AI and operations) is crucial.

Collaboration Style:

• Proactive & Supportive: The style is likely proactive in identifying needs and offering solutions, while also being supportive of other teams' objectives.
• Transparent Communication: Open sharing of information, progress, and challenges is expected, facilitated by robust digital communication tools.
• Process-Oriented Feedback: A culture that encourages constructive feedback on processes and workflows to foster continuous improvement and shared learning.
• Agile & Adaptable: Given the "startup mindset" and the dynamic nature of the tech industry, the collaboration style is expected to be agile, allowing for quick adaptation to changing priorities and new opportunities.

📝 Enhancement Note: Docplanner's emphasis on "embracing diversity" and "making people live longer & healthier lives" suggests a culture that is inclusive, purpose-driven, and focused on positive impact. For operations professionals, this means understanding how their work contributes to the broader mission and aligning with values of empathy and user well-being.

⚡ Challenges & Growth Opportunities

Challenges:

• Scaling Operations: As Docplanner continues to grow globally, scaling content localization and research operations to meet increasing demand while maintaining quality and efficiency will be a significant challenge.
• AI Integration Complexity: Effectively integrating AI and LLMs into content and translation workflows requires careful planning, change management, and continuous refinement to ensure quality and ethical use.
• Cross-Functional Alignment: Ensuring seamless collaboration and alignment across diverse teams (Content, Engineering, Product, Research) with potentially different priorities and workflows can be complex.
• Data Management & Accessibility: Establishing robust systems for managing and making vast amounts of research and content data accessible and actionable for various teams.
• Remote Team Management: Effectively leading, motivating, and fostering a strong team culture within a distributed, remote environment.

Learning & Development Opportunities:

• AI & Automation Expertise: Deepen knowledge and practical skills in applying AI and automation to operational challenges, particularly in content and research.
• Advanced Operations Strategy: Develop strategic thinking and leadership skills by contributing to the broader operational roadmap of the Product and Tech organization.
• Internationalization & Localization Best Practices: Gain in-depth expertise in global content strategies, localization processes, and managing multilingual operations.
• Team Leadership & Mentorship: Hone leadership skills by guiding and developing a team of specialized operations professionals.
• Industry Trends: Stay abreast of emerging trends in UX Operations, Product Operations, and the broader tech landscape, potentially through conferences, webinars,, or internal knowledge sharing.

📝 Enhancement Note: The challenges presented are typical for growth-stage tech companies operating globally. The focus on AI integration and scaling operations aligns with current industry trends, offering significant learning opportunities.

💡 Interview Preparation

Strategy Questions:

• "How would you approach optimizing our current content localization pipeline using tools like Phrase and AI?" - Prepare to walk through your process, including stakeholder engagement, tool configuration, QA, and KPI definition.
• "Describe a time you scaled a research operations function. What were the key challenges, and what was the outcome?" - Focus on your strategic approach to growth, process standardization, and team development.
• "How do you ensure effective collaboration between operations, product, and engineering teams, especially in a remote setting?" - Emphasize communication strategies, shared ownership, and proactive problem-solving.
• "What KPIs would you establish for the Content Ops and Research Ops teams, and how would you track their impact on product development?" - Be ready to define specific, measurable, achievable, relevant, and time-bound (SMART) KPIs and explain their business value.

Company & Culture Questions:

• "What interests you about Docplanner's mission to improve healthcare?" - Connect your operational expertise to the company's purpose and impact.
• "How do you foster a culture of operational excellence and continuous learning within a remote team?" - Discuss your management philosophy, team-building strategies, and approaches to professional development.
• "How do you balance the need for standardized processes with the need for flexibility and innovation?" - Highlight your understanding of agile operations and adaptability.

Portfolio Presentation Strategy:

• Concise Narrative: For each project in your portfolio, have a clear, concise story: the problem, your role and solution, and the quantifiable results. Aim for 3-5 key projects.
• Visual Aids: Use simple, clear visuals (flowcharts, dashboards, graphs) to illustrate processes and data. Ensure they are easy to understand quickly.
• Focus on Impact: Always tie your operational improvements back to business outcomes – faster time-to-market, increased user satisfaction, reduced costs, or improved quality.
• Q&A Readiness: Anticipate questions about your decision-making process, challenges encountered, and how you would adapt your solutions to Docplanner's specific context.

📝 Enhancement Note: The questions are designed to assess not only technical operational skills but also leadership capabilities, strategic thinking, and cultural fit. Preparing concrete examples with quantifiable results is crucial.

📌 Application Steps

To apply for this UX Operations Manager position:

• Submit your application through the provided SmartRecruiters link.
• Tailor your Resume: Highlight keywords and responsibilities related to UX Operations, Product Operations, Content Localization, Research Operations, AI tools, process optimization, team management, and stakeholder communication. Quantify your achievements wherever possible.
• Prepare Your Portfolio (Mental or Actual): Gather examples of projects where you've successfully optimized operational processes, managed teams, implemented systems, or driven efficiency. Be ready to discuss these in detail, focusing on process, tools, challenges, and measurable impact.
• Research Docplanner: Understand their mission, products, and company culture. Prepare to articulate how your skills and experience align with their goals and values, especially regarding healthcare technology and operational efficiency.
• Practice Your Narrative: Rehearse your responses to common interview questions, particularly those focusing on leadership, process improvement, and cross-functional collaboration. Be ready to present your portfolio examples concisely and compellingly.

⚠️ 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.