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

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

• • 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