DescriptionQStaffers is currently looking for a Head of Operations for one of our partners, a pioneer in the Media Production field!AboutThe Head of Operations 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 ResponsibilitiesWorkflow & Project ManagementOwn the entire production pipeline from client brief intake to final deliveryBuild 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 resourcesEnforce scope boundaries — any client request outside the agreed SOW gets escalated, not absorbedCreate and maintain a capacity planning board: who is working on what, who has bandwidth, what’s coming next weekResource & Vendor ManagementManage the freelance bench: maintain a roster of 10–15+ vetted freelancers (editors, videographers, graphic designers, motion designers, copywriters) with pre-negotiated ratesAssign freelancers to projects based on skill match, availability, and budgetTrack vendor performance via scorecards after every project (quality, timeliness, communication, cost accuracy)Negotiate and maintain Master Service Agreements (MSAs) with all recurring vendorsSource new vendors when capacity gaps emergeAI Workflow IntegrationIdentify 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 deliverableTrain the creative team on AI-augmented workflows and ensure adoptionMaintain an internal AI toolkit document that is updated monthlyFinancial DisciplineBuild project budgets before work begins and track actuals against budget weeklyFlag any project trending above 90% of budget before it hits 100%Track project-level gross margin and report monthly to MDEnforce payment milestones: 50% upfront, 30% on draft, 20% on delivery (or agreed terms)Manage invoicing cadence with the finance/ops coordinatorReporting & CommunicationProvide a weekly operations dashboard to the MD: projects in progress, on-time rate, margin alerts, team utilization, upcoming deadlinesProvide a monthly NXC brief (1-page summary): operational health, risks, capacity outlookEscalate risks proactively — the MD should never be surprisedRequirements3–6 years of experience in project management or operations in a creative agency, production house, or digital marketing agencyProven experience managing multiple concurrent projects with overlapping deadlinesHands-on proficiency with at least one PM tool (Notion, ClickUp, Asana, Monday.com, or Trello)Experience managing freelancer pools and external vendorsStrong financial literacy: ability to build and track project budgets, understand margin, and flag cost overrunsFluent in Arabic (native) and professional English (written and spoken)Based in Cairo or willing to relocateExperience 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 talentExperience with Odoo, Zoho, or similar business management platformsProcess-obsessed: finds satisfaction in building systems, checklists, and repeatable workflowsAssertive but diplomatic: can push back on scope creep from clients and unrealistic timelines from creatives without creating conflictDetail-oriented to the point of being annoying about it — nothing falls through the cracksCalm under pressure: agency life means last-minute changes; this person doesn’t panic, they reprioritizeData-driven: makes decisions based on numbers, not gut feelNOT a creative — this is intentional. We need someone whose identity is operational excellence, not someone who gets pulled into doing design or editing work