Project Operations Specialist - Remote Eligible

Project Operations Specialist

In the last year at Loka, our teams have helped clients advance the world's #1 AI reading tutor, eliminate $1B in food waste and develop novel drugs for fighting cancer. To cap it off, at the end of 2024 Loka was recognized by AWS as Innovation Partner of the Year, outshining 150,000 partners for the title. And we did it all while working remotely and enjoying every other Friday off

The Operations Specialist ensures the seamless transition of new business from Sales to Project Management, coordinates staffing, manages internal and external kick-off meetings, delivers training on our service offerings and independently leads smaller projects from start to finish. Success in this role entails clear communication, precise scheduling, strong project leadership and up-to-date knowledge of our methodologies.

Key Responsibilities

1. Sales-to-Delivery Handover
   1. Partner with Sales team to collect and verify all client requirements, scope documents, and contracts.
   2. Create and maintain a structured handover package for Project Managers, leaving no gaps in information.
   3. Facilitate an initial alignment meeting between Sales and Delivery to clarify expectations and timelines.
2. Staffing Coordination
   • Work with Heads of Departments to identify and assign the right internal talent to new projects based on skills, availability and client needs.
3. Kickoff Scheduling and Management
   1. Schedule and organize internal kickoff workshops, securing necessary participants.
   2. Coordinate external kickoff calls or meetings with clients, preparing agendas and facilitating introductions.
   3. Distribute pre-kickoff materials to all stakeholders.
4. Training
   1. Develop and deliver training sessions on our suite of project offerings.
   2. Maintain and update training materials, playbooks and templates to reflect evolving methodologies.
   3. Provide refresher workshops and onboarding for new internal hires on operational processes.
5. Project Leadership
   1. Independently lead smaller-scale projects from initiation through delivery.
   2. Define project scope, objectives, deliverables and success criteria in collaboration with stakeholders.
   3. Manage project timelines, budgets and resource allocations; proactively identify and mitigate risks.
6. Process Improvement and Documentation
   1. Document handover workflows, checklists and standard operating procedures to ensure consistency across engagements.
   2. Solicit feedback from Sales and Delivery teams to identify bottlenecks or gaps.
   3. Propose and implement enhancements to refine handover efficiency, training effectiveness and project startup success rates.

Required Qualifications

• Experience
  • 3+ years in a project operations, coordination, or delivery role within a technology services or consulting environment
  • Demonstrated experience managing handovers between Sales and Delivery or PMO functions
  • Proven track record leading end-to-end projects
• Soft Skills
  • Excellent organizational skills with the ability to manage multiple concurrent handovers, schedules, and project streams
  • Strong communicator—comfortable facilitating meetings with both internal teams and client stakeholders
  • Detail-oriented, proactive, and solution-focused, with solid problem-solving and risk-management abilities.

Benefits

• Every other Friday off (26 extra days off a year)
• Remote and flexible
• Explore and Relocation programs
• Paid sick days and local holidays
• Mental wellness and physical fitness programs

Your achievements matter to us! Ensure your CV and LinkedIn profile are up to date and accurately reflect your experience. Please submit your CV in English.