Head of Delivery

Grafit; Warszawa; Hybrid; PLN 180,000 - 260,000; Full time

Benefits offered by this job

LuxMed + Multisport

21 days paid time off and sick leave

Dinners, retreats, and workations

Job summary

Grafit in Warsaw is seeking a Senior Project Manager to oversee retainer clients from scope to delivery. You will coordinate design, development, and QA, keep workstreams aligned, and ensure clear next steps in ClickUp.

You’ll own client reporting, balance budgets and hours, plan capacity across designers and developers, and run meetings with cross-functional teams. Fluency in English and Polish is required, with a hands-on, proactive approach to project delivery in a hybrid setup.

Qualifications

• At least 3 years in a project or delivery management role.
• Solid command of Scrum, Kanban, or a hybrid delivery approach.
• Hands-on experience with ClickUp, Jira, Asana, or Monday for capacity planning.
• Strong organizational skills to manage several clients in parallel.
• Ownership mindset with proactive problem solving.
• Fluent English and Polish, written and spoken.
• Confident running meetings with developers, designers, and clients.

Responsibilities

• Leading retainer projects end to end: scope, timelines, priorities, and keeping every workstream aligned with client goals.
• Owning client reporting: monthly summaries, progress against metrics, hours and budget burn, next steps.
• Running our delivery methodology day to day: sprint planning, standups, retrospectives across several parallel clients.
• Keeping everything planned and visible in one tool (ClickUp): tasks, timelines, statuses, and dependencies as a single source of truth.
• Planning team capacity: resourcing, schedules, and workload across designers and developers so no one is overloaded.
• Being the main point of contact for retainer clients: status updates, scope discussions, change requests.
• Tracking budgets and hours, flagging overruns and risks early before they become problems.
• Coordinating between design, development, and QA to clear blockers fast.
• Building lightweight processes for recurring work: delivery checklists, reporting templates, handoffs.

Skills

Project management

Delivery methodology

Capacity planning

Client communications

English and Polish

Meeting facilitation

Tools

ClickUp

Jira

Asana

Monday

Job description

We're a growth design partner for B2B tech companies. As our Senior Project Manager, you'll run our retainer clients end to end. You bring a real methodology to how we work, keep everything planned in one place, and make sure design, dev, and QA always have a clear next step.

Team size

15

HQ Location

Warsaw

Hybrid

Working hours

Flexible

Clients

Communication

Polish internally / English with clients

01 Your role & day-to-day

• Leading retainer projects end to end: scope, timelines, priorities, and keeping every workstream aligned with client goals
• Owning client reporting: monthly summaries, progress against metrics, hours and budget burn, next steps
• Running our delivery methodology day to day: sprint planning, standups, retrospectives across several parallel clients
• Keeping everything planned and visible in one tool (ClickUp): tasks, timelines, statuses, and dependencies as a single source of truth
• Planning team capacity: resourcing, schedules, and workload across designers and developers so no one is overloaded and nothing stalls
• Being the main point of contact for retainer clients: status updates, scope discussions, change requests
• Tracking budgets and hours, flagging overruns and risks early before they become problems
• Coordinating between design, development, and QA to clear blockers fast
• Building lightweight processes for recurring work: delivery checklists, reporting templates, handoffs

02 Skills required

• At least 3 years in a project or delivery management role, ideally with retainer or ongoing client work
• Solid command of a delivery methodology (Scrum, Kanban, or a hybrid) and the discipline to run it consistently, not just by name
• Hands-on experience with a project management tool like ClickUp, Jira, Asana, or Monday, including capacity and workload planning
• Strong organizational skills: several clients moving in parallel without anything slipping
• Real sense of ownership: you anticipate problems and bring solutions, you don't wait to be told
• Comfortable owning client reporting: reading budgets, hours, timelines, and turning them into clear updates
• Fluent English and Polish, written and spoken
• Confident running meetings with developers, designers, and clients

03 What you get

• International conferences
• 21 days paid time off and sick leave
• Dinners, retreats, and workations
• LuxMed + Multisport (on us)