Project Manager – AI & Production

Hello ✨

We’re HappyScribe, a profitable, 100% bootstrapped AI company based in Barcelona.

We built one of the web’s most accurate multilingual transcription platforms, trusted by hundreds of thousands of users each month. That product funds our freedom to create what’s next—no investors, no burn rate, just focus.

Now we’re taking that same tech and expertise to a bigger frontier: turning conversations into intelligence. We’re building the layer where meetings become memory, ideas become action, and teams work with more clarity and speed.

You’d be joining a team of ~15 people, close-knit and pragmatic. Some of us are scaling a mature, revenue-generating platform. Others are prototyping new products that push the limits of speech and agentic AI.

We move fast but think long-term.

About the role…

Happy Scribe's production team delivers human-made linguistic projects for clients across market research, media, and beyond —and right now, we have just started shaping AI-powered processes behind that production.

We need someone who will change that. As our Project Manager, you'll own the full lifecycle of our client projects end-to-end while building the AI-powered workflows that will define how production works at Happy Scribe going forward. This isn't a role where you follow an existing playbook — there is no playbook. You'll write it.

What you will do…

• Own projects end-to-end: From the moment Sales closes a deal, you take over. You'll speak directly with clients, understand project requirements, identify potential challenges, and set up everything needed for success — timelines, resources, glossaries, guidelines, and any other assets.

• Source and manage vendors: Select the best linguists from our pool of freelancers and agency partners for each project. Negotiate rates, manage relationships, and ensure resource availability.

• Monitor quality, costs, and deadlines: Track project progress in real-time. Perform or automate QC on deliverables depending on the project's strategic importance. Flag issues to clients proactively and deliver polished final outputs, meeting and exceeding customers’ expectations.

• Handle client relationships and escalations: Be the primary point of contact for clients during production. Manage expectations, resolve issues independently, lead quality investigations, and know when to loop in your manager.

• Build AI-powered production processes: Identify every manual, repetitive, or time-consuming step in the production workflow and suggest ways to automate it with AI. From QC checks to project planning to resource allocation — if it can be smarter, make it smarter.

• Think strategically during downtime: Production is seasonal. When volumes are low, you invest that time in building systems, analyzing past projects, extracting metrics, and preparing for the next wave.

• Prioritize ruthlessly: You'll juggle multiple projects at once across different clients, languages, and deadlines. Knowing what's priority one vs. priority five — and acting accordingly — is essential.

• Be data-driven in every decision: Use project metrics — margins, turnaround times, vendor performance scores, error rates — to inform resource allocation, pricing decisions, and process improvements. Build dashboards and reports that give both you and your team visibility into what's working and what's not.

What you will bring…

• 2–3 years of experience in project management, ideally in the language/localization industry or a similarly fast-paced production environment

• Proven experience managing projects end-to-end (not just execution — scoping, planning, delivery, and wrap-up)

• Client-facing experience: you've dealt with demanding clients, quality escalations, and found solutions under pressure

• Strong AI fluency: you've built prompts, automations, or workflows using tools like Claude, n8n, or Zapier etc.

• Excellent prioritization and time management skills

• Solution-oriented mindset — when something goes wrong, your first instinct is to fix it, not assign blame

• Autonomy balanced with good judgment on when to escalate for real blockers

• Fluent in English (working language); additional languages are a plus

Company Culture

🤝 A company culture built on trust, autonomy, and independence

🍽️ We're remote-first, office-encou