Head of Operations (Malaysia)

Role Description

The Head of Operations (HOO) supports the artistic and business operations of Maitree Malaysia, maintaining organisational systems and day-to-day activities. The HOO is responsible for the leadership, supervision, and coordination of the people, finances, and physical resources in the company, and ensures all requirements are met to maintain Maitree’s registered company status in Malaysia.

Primary Responsibilities

Strategic Planning:

Develop and revise annually a two-year rolling business plan in partnership with the Senior Producer

Develop and monitor financial forecasts against strategic goals for business planning

Support the Senior Producer in looking at new clients and future business opportunities, including supporting the pitching process with potential clients

Maintain relationships with client contacts, industry peers and organisations

Business Operations:

Manage financial operations including budgeting, cash flow, income and expenditure, tax and payroll

Manage Quickbooks and liaise with external accountant and auditor as required

Manage human resources including recruitment and contracting, training and supervision as necessary

Manage physical resources including rented spaces and assets, including contract renewals, equipment maintenance and upgrades

Manage all reporting needs required for Maitree Malaysia’s registered company status, including liaising with the company secretary on documentation in a timely manner

Develop and oversee implementation of organisational policy in collaboration with the founder and team members

Project Oversight:

Meet regularly with the Producers on the team to ensure target deadlines are being met on all projects, with an emphasis on budget & cash flow implications and stakeholder management

Line Management:

The HOO reports to the Senior Producer.

The HOO is the line manager for the Producers on the team.

All staff and contractors report directly to the HOO to request leave, renew contracts, and address all industrial issues arising in their jobs.

Skills & Qualifications

Essential selection criteria

Demonstrated experience in management and administration of an arts or cultural organisation

Strong skills in financial management and budget development

Passion for driving systems and managing resources to support the creative process and the personnel involved

Excellent verbal and written communication skills in English, with an ability to communicate with diverse stakeholders

Ability to understand documents and converse in Malay

Proficiency in Google Drive or Microsoft Office suite, particularly Sheets/Excel

Ability to prioritise workloads and meet competing deadlines whilst working in a small team environment

High degree of organisation and attention to detail

A commitment to a culture of inclusivity and belonging

Strong leadership and negotiation skills, with high emotional intelligence and interpersonal savvy

Possesses own means to travel within Penang for stakeholder meetings or site visits

Desirable selection criteria

Experience with Quickbooks

Proficiency (spoken and/or written) in Malay or Mandarin

Strong interest in learning about arts management, with a focus on the digital arts and the museum sector

Skills and experience in digital arts/museology/creative, tech, or educational spaces

Overview of Maitree:

Maitree is a digital studio with a team based in Australia and Malaysia. We work across a broad range of projects in Australia and Malaysia servicing government, corporate and nonprofit clients on purpose-driven projects. In Penang, we are progressing new digital heritage projects within the arts, culture, museum and tourism sectors. We advocate for interdisciplinary approaches by working across sectors of technology, arts, culture and heritage to produce projects that are niche and innovative. The nature of our production can range from video content to use of new immersive media work such as Virtual Reality and Augmented reality.

Role Description

The Head of Operations (HOO) supports the artistic and business operations of Maitree Malaysia, maintaining organisational systems and day-to-day activities. The HOO is responsible for the leadership, supervision, and coordination of the people, finances, and physical resources in the company, and ensures all requirements are met to maintain Maitree’s registered company status in Malaysia.

Primary Responsibilities

Strategic Planning:

● Develop and revise annually a two-year rolling business plan in partnership with the Senior Producer

● Develop and monitor financial forecasts against strategic goals for business planning

● Support the Senior Producer in looking at new clients and future business opportunities, including supporting the pitching process with potential clients

● Maintain relationships with client contacts, industry peers and organisations

Business Operations:

● Manage financial operations including budgeting, cash flow, income and expenditure, tax and payroll

● Manage Quickbooks and liaise with external accountant and auditor as required

● Manage human resources including recruitment and contracting, training and supervision as necessary

● Manage physical resources including rented spaces and assets, including contract renewals, equipment maintenance and upgrades

● Manage all reporting needs required for Maitree Malaysia’s registered company status, including liaising with the company secretary on documentation in a timely manner

● Develop and oversee implementation of organisational policy in collaboration with the founder and team members

Project Oversight:

● Meet regularly with the Producers on the team to ensure target deadlines are being met on all projects, with an emphasis on budget & cash flow implications and stakeholder management

Line Management:

● The HOO reports to the Senior Producer.

● The HOO is the line manager for the Producers on the team.

● All staff and contractors report directly to the HOO to request leave, renew contracts, and address all industrial issues arising in their jobs.

Skills & Qualifications

Essential selection criteria

● Demonstrated experience in management and administration of an arts or cultural organisation

● Strong skills in financial management and budget development

● Passion for driving systems and managing resources to support the creative process and the personnel involved

● Excellent verbal and written communication skills in English, with an ability to communicate with diverse stakeholders

● Ability to understand documents and converse in Malay

● Proficiency in Google Drive or Microsoft Office suite, particularly Sheets/Excel

● Ability to prioritise workloads and meet competing deadlines whilst working in a small team environment

● High degree of organisation and attention to detail

● A commitment to a culture of inclusivity and belonging

● Strong leadership and negotiation skills, with high emotional intelligence and interpersonal savvy

● Possesses own means to travel within Penang for stakeholder meetings or site visits

Desirable selection criteria

● Experience with Quickbooks

● Proficiency (spoken and/or written) in Malay or Mandarin

● Strong interest in learning about arts management, with a focus on the digital arts and the museum sector

● Skills and experience in digital arts/museology/creative, tech, or educational spaces

Overview of Maitree:

Maitree is a digital studio with a team based in Australia and Malaysia. We work across a broad range of projects in Australia and Malaysia servicing government, corporate and nonprofit clients on purpose-driven projects. In Penang, we are progressing new digital heritage projects within the arts, culture, museum and tourism sectors. We advocate for interdisciplinary approaches by working across sectors of technology, arts, culture and heritage to produce projects that are niche and innovative. The nature of our production can range from video content to use of new immersive media work such as Virtual Reality and Augmented reality.