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Senior Facilities Manager

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We're looking for a highly motivated and visionary Senior Facilities Manager with a s​trong background in the area. Your main goal will be to dive deep into problems and drive solutions. You will come up with the solutions based on a mix of teams’ feedback and your own ideas. This will require skills in project management, communication, and persuasion. We expect you to have wide experience in Facilities, as well as a desire to learn new approaches. If you think you’re a good fit - we look forward to getting your application.

Your Responsibilities


  • Form a vision on Railsware work environment aligned with the company strategy
    • Gathering feedback from Railswarians and manage requirements for office and remote workspaces. You will determine project scope, shape an action plan, act on it, and document results
  • Manage work environment
    • Offices in Kyiv, Ukraine, and Krakow, Poland
    • Open new offices
    • Support remote colleagues
    • Coordinate purchase logistics
  • Maintain cooperation between the internal team, external contractors and vendors
  • Organise and support inventory
    • Manage all aspects of furniture, hardware and software purchase, usage, and record-keeping


  • Manage operations budget (facilities, administrative, immigration, benefits, h​ardware, etc.​)
  • Keep all the processes balanced and up to date
  • Research, monitor and support Railsware benefit policies (medical insurance, language courses, hardware, etc.)
  • Coordinate business travel and immigration processes according to internal policies and local law
  • Organize record-keeping: documents, files, invoices related to company activities, event logs, deadlines, limits (like visa days)

Required Skills and Experience

  • 3+ years of relevant experience, including all the areas of responsibility listed above
  • Ability to decompose strategy into actionable items and processes, and prioritize them
  • Own vision and proactive approach to how to run administration, facilities, and benefits
  • Proven success in creating and implementing business processes, checklists, and policies
  • Own approaches to hyper organisation including but not limited to:
    • Ability to automate processes using Google Sheets
    • Tracking tools (like Jira, Asana, Trello etc.)
  • Ability to build strong relationships across the organization
  • Proven successful experience in people and project management
  • An eye for details and proactive nature with a positive attitude
  • High-level of resourcefulness, negotiation, confidence, and problem-solving skills
  • Excellent command of English, both written and spoken
  • Experience in ​event management​ will be a huge plus as colleagues would require assistance

Useful materials:

About the company

Railsware is a product studio. Since 2007, we have shaped our own “know-how” in product creation. Among others, we have helped Calendly and BrightBytes turn from small startups into flourishing companies, with Calendly recently reaching $3B valuation.

Railsware products are the next step in company evolution. We have applied the best product development practices to creating our own solutions. Today, Mailtrap.io, Coupler.io, and Smart Checklist for Jira have over 2M users and generate over $2.5M of annual recurring revenue.

People feel great here. On average, a Railswarian stays in the company for about 5 years. We support our team with outstanding benefits and remote working culture.

We look for people with high potential ready to evolve in multiple directions. The right hires shape a team of A-players to learn from each other and evolve together.


Culture Icon

Work culture

Work Local or Remote Icon


  • Remote-friendly environment
  • You can set up your home office with our help
  • A comfortable office in Krakow, Poland
  • Flexible schedule
Benefits Compensation Icon

Great compensation

  • Competitive remuneration which depends on team feedback and your results
  • Phantom Stock Units to reward your contribution
  • Additional financial assistance (microcredits)
Travel around the World Icon


  • Relocation to Poland (if needed)
  • Office visits to collaborate with your team live
Healthcare Icon


  • Best hardware and equipment
  • 24+10 paid time off days a year
  • 24 illness days
  • We cover sport expenses and medical insurance for you
More details

Accept the challenge ;)

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