Head of Operations

Description

QStaffers is currently looking for a Head of Operations for one of our partners, a pioneer in the Media Production field!

About

The Head of Production is the process architect, deadline enforcer, and resource optimizer. They make sure the right people are working on the right things at the right time, and that nothing ships late or over budget.

Key Responsibilities

• Workflow & Project Management

• Own the entire production pipeline from client brief intake to final delivery

• Build and maintain a project management system (Notion, ClickUp, or Asana) with standardized templates for every project type (retainer content, one-off shoots, campaigns)

• Run daily standups (15 min max) to track progress, flag blockers, and reassign resources

• Enforce scope boundaries — any client request outside the agreed SOW gets escalated, not absorbed

• Create and maintain a capacity planning board: who is working on what, who has bandwidth, what’s coming next week

• Resource & Vendor Management

• Manage the freelance bench: maintain a roster of 10–15+ vetted freelancers (editors, videographers, graphic designers, motion designers, copywriters) with pre-negotiated rates

• Assign freelancers to projects based on skill match, availability, and budget

• Track vendor performance via scorecards after every project (quality, timeliness, communication, cost accuracy)

• Negotiate and maintain Master Service Agreements (MSAs) with all recurring vendors

• Source new vendors when capacity gaps emerge

• AI Workflow Integration

• Identify and implement AI tools that reduce production time and cost (e.g., Opus Clip for social cuts, CapCut AI for subtitling, Runway/Kling for motion, ElevenLabs for VO, Midjourney for moodboards)

• Track and report on efficiency KPIs: deliverables per shoot day, hours per deliverable, cost per deliverable

• Train the creative team on AI-augmented workflows and ensure adoption

• Maintain an internal AI toolkit document that is updated monthly

• Financial Discipline

• Build project budgets before work begins and track actuals against budget weekly

• Flag any project trending above 90% of budget before it hits 100%

• Track project-level gross margin and report monthly to MD

• Enforce payment milestones: 50% upfront, 30% on draft, 20% on delivery (or agreed terms)

• Manage invoicing cadence with the finance/ops coordinator

• Reporting & Communication

• Provide a weekly operations dashboard to the MD: projects in progress, on-time rate, margin alerts, team utilization, upcoming deadlines

• Provide a monthly NXC brief (1-page summary): operational health, risks, capacity outlook

• Escalate risks proactively — the MD should never be surprised

Requirements

• 3–6 years of experience in project management or operations in a creative agency, production house, or digital marketing agency

• Proven experience managing multiple concurrent projects with overlapping deadlines

• Hands-on proficiency with at least one PM tool (Notion, ClickUp, Asana, Monday.com , or Trello)

• Experience managing freelancer pools and external vendors

• Strong financial literacy: ability to build and track project budgets, understand margin, and flag cost overruns

• Fluent in Arabic (native) and professional English (written and spoken)

• Based in Cairo or willing to relocate

• Experience in a video production or content creation environment specifically (not just general marketing)

• Familiarity with AI tools for content production (doesn’t need to be an expert, but must be curious and willing to learn fast)

• Experience building operational processes from scratch (not just inheriting existing ones)

• Understanding of Egyptian freelance market rates for creative talent

• Experience with Odoo, Zoho, or similar business management platforms

• Process-obsessed: finds satisfaction in building systems, checklists, and repeatable workflows

• Assertive but diplomatic: can push back on scope creep from clients and unrealistic timelines from creatives without creating conflict

• Detail-oriented to the point of being annoying about it — nothing falls through the cracks

• Calm under pressure: agency life means last-minute changes; this person doesn’t panic, they reprioritize

• Data-driven: makes decisions based on numbers, not gut feel

• NOT a creative — this is intentional. We need someone whose identity is operational excellence, not someone who gets pulled into doing design or editing work