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Head of Project Operations

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Musemind

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Job Description:

Musemind is a leading digital agency dedicated to delivering innovative, data-driven solutions for our global clientele. We are a team of strategists, designers, and engineers committed to digital excellence. As we enter a new phase of rapid growth, we are looking for an exceptional Head of Project Operations to build the scalable systems and infrastructure needed to support our ambitious vision.

Job Responsibility:

  • Maintain and balanced weekly schedule of activities: 10 hrs – Individual contribution (planning, review, reporting, analysis), 10 hrs – Direct team management and coordination, 10 hrs – Indirect team management and coordination, 4 hrs – Coaching and training team members, 4 hrs – Cross-functional collaboration (Sales, Design, Development, Partners, Clients), 2 hrs – Management reporting
  • Oversee end-to-end operations starting from sales closure to full payment collection from customer
  • Ensure on-time project delivery with higher client satisfaction
  • Ensure monthly committed collections from customers/partners by ensuring project delivery
  • Monitor and optimize resource utilization across all projects to maintain 80–90% team productivity rate
  • Be responsible as a key person to ensure highest project margins through operational excellency, cost management, partner management
  • Ensure accurate use of CRM and project tracking tools for 100% project visibility
  • Implement and maintain standard operating procedures (SOPs): -Intra department -Inter department -With customer -With partner
  • Define, track, and review team KPIs weekly — delivery rate, utilization, quality score, and customer feedback
  • Prepare monthly operational reports for management with insights, performance data, and improvement actions
  • Identify risks and operational bottlenecks early and execute timely resolutions
  • Lead and mentor department heads and team leads, ensuring clear goals and measurable outcomes
  • Conduct monthly coaching sessions and performance reviews for operational team members
  • Be the champion to introduce automation/AI tools to improve efficiency
  • Ensure all deliverables align with Musemind’s brand, design, and technical standards
  • Upsell & cross sell in the existing customers/partners

Requirements:

  • 7–10 years of experience in operations, project management, or leadership roles (preferably in a digital, tech, or creative company)
  • Proven experience in delivering more than 3M USD project value per year
  • Proven experience in delivering more than 50 projects per year
  • Strong understanding of project management methodologies (Agile, Scrum, or similar)
  • Managing teams across multiple time zones and global clients are must
  • Bachelor’s or Master’s degree in Business Administration, Engineering, Operations Management, or related field
  • Certifications such as PMP, PRINCE2, or Agile are a strong plus
  • Proficiency in CRM, ERP, and project management tools
  • Strong grasp of data analysis, performance metrics, and process automation
What we offer:
  • Salary: Negotiable + Commission (Variable)
  • Two weekly holidays
  • Full subsidized lunch and snack facilities
  • Yearly salary review
  • Two festival bonuses
  • Professional development opportunities
  • A creative and collaborative work environment
  • Team hangout, participate in sports events (Table Tennis, Foosball and other indoor games)
  • Health insurance benefit after completion 1 year
  • Long Service Benefit

Additional Information:

Job Posted:
December 10, 2025

Work Type:
On-site work
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