Technical Head & Project Supervisor

Before you apply, read this posting in full. When you submit your proposal, begin with this exact phrase: "I have read the full brief, understand the IncHub CRM scope across all 10 milestones, and confirm I am applying to manage delivery and handover — not to write code." This confirms that you have read what is actually being asked of you. Proposals that do not open with this exact phrase will be declined without review. TECHNICAL PROJECT MANAGER — CRM DELIVERY OVERSIGHT Milestone Acceptance & Management Handover | Fixed Price | Remote, UAE Timezone | Immediate Start Reporting To: Mahesh Maddu — Founder & CEO, IncHub Group Engagement Type: Fixed Price — milestone-based retainer tied to developer milestones Developer: Ashish (saudkhanbpk) — engaged at USD 450 fixed price via Upwork Repository: Inchub2021/InchubCRM — private GitHub (access granted on NDA) Location: Remote | UAE timezone required for all developer syncs Duration: Project duration + 90-day post-launch support window Start Date: Immediate — within 1 week of contract acceptance ABOUT INCHUB GROUP IncHub Group is a Dubai-based corporate services and advisory firm operating through two licensed entities: IncHub Corporate Services Providers LLC (mainland) and IncHub Financial Services FZCO (free zone). The firm holds DIFC, ADGM, DMCC, FTA Registered Tax Agent, GoAML, CAMS, ISO 9001:2015, and STEP authorisations. We serve founders, SMEs, international investors, and family offices across UAE mainland, free zones, and international jurisdictions. Compliance, data integrity, and operational reliability are core to how we operate — and the CRM being built reflects that standard. THE PROJECT — WHAT IS BEING BUILT IncHub has engaged a developer to build a fully custom, ground-up CRM system covering 16 modules, 64 automation rules, and 10 project milestones. This is not an off-the-shelf CRM configuration. Every component is custom-built to a detailed blueprint that IncHub has produced. THE 16 MODULES UNDER DEVELOPMENT 1. Corporate Services Sales Pipeline — 7 stages, lead intake, AI outreach, engagement letter, invoice, payment 2. Corporate Operations Pipeline — 8 stages, document collection, task execution, renewals database, expiry alerts 3. Accounting Sales Pipeline — 7 stages, transaction count as immutable contractual baseline, combined engagement letter 4. Accounting Operations Pipeline — month-lock gate, VAT tracker (AED 185K / 300K / 350K / 375K alerts), CT filing, Google Drive auto-folders 5. AI Document Processing — 9-stage OCR pipeline, bank ledger construction, 6-level matching engine, QuickBooks OAuth push 6. Client Portal — 19 features, 7 progressive unlock stages, mandatory tooltips, in-portal payment, satisfaction rating 7. Dynamic Form Builder — 14 question types, conditional logic, CRM mapping, zero developer dependency 8. Dynamic Project Template Builder — Admin-managed templates, tasks, sub-tasks, government fees, version history 9. Admin Settings Panel — 11 modules including User Permissions, Pipeline Stage Manager, Automation Rule Manager 10. 20 Marketing Nurture Tracks — WhatsApp and email sequences, all content Admin-managed via Template Manager 11. 64 Automation Rules — database-stored configurable records, not hardcoded; Admin-configurable without code deployment 12. HR Module — attendance, 5 leave types, workload-aware approval, performance scoring, break management 13. AI Chatbot Module — 3 surfaces (internal team, client portal, website), meeting auto-join, RAG knowledge base 14. AML Screening Module — multi-tenant SaaS, PostgreSQL RLS tenant isolation, 22 data sources, STR/SAR, PDF certificates 15. Price Book, Referral Tracking, Recurring Payment Tracker, Internal Notes, Client Feedback and NPS 16. Project Template Library — 10 pre-built templates, all Admin-editable CONFIRMED TECHNOLOGY STACK — YOU MUST KNOW THIS The stack is locked. You are not here to recommend alternatives. You must be able to validate delivery against these specific technologies. Frontend: React.js + Next.js + Tailwind CSS (custom component system) Backend: Node.js + Express.js Database: PostgreSQL with Row-Level Security (RLS) — MySQL is not acceptable Auth: JWT with Role-Based Access Control (RBAC) — 3 independent auth layers Automation Engine: BullMQ with Redis — 64 configurable, database-stored rules OCR: Google Document AI, AWS Textract, or Azure Form Recognizer — IncHub approval required AI / LLM: Anthropic Claude API — IncHub's existing subscription Vector DB: Chroma DB or Qdrant (self-hosted) — RAG knowledge base for AI Chatbot Accounting: QuickBooks Online API via OAuth 2.0 Calendar: Cal.com with round-robin and webhook integration WhatsApp: WhatsApp Business API via 360dialog or UAE-compliant provider Payment: Telr or PayTabs — UAE-compatible, IncHub provides credentials Transcription: Self-hosted Whisper or Google Speech-to-Text — IncHub approval required Storage: Google Drive API via service account — auto-folder per client per month Document Gen: Puppeteer or PDFKit (PDF), ExcelJS or SheetJS (Excel/CSV) Hosting: AWS UAE Region me-central-1 — hard data residency requirement THE 10 MILESTONES — YOUR ACCEPTANCE RESPONSIBILITIES No milestone payment is released without your written sign-off. The developer's assertion of completion is not sufficient. M1 | Architecture & Setup | $35 Review database schema against blueprint, confirm RLS policies are in place, verify all 6 RBAC roles, inspect AWS me-central-1 configuration, confirm Git branching strategy and dev/staging separation. M2 | Client Portal | $20 Test all 19 features, confirm 7 progressive unlock stages fire correctly, validate every greyed feature tooltip is present and accurate, test in-portal payment end-to-end, mobile responsiveness check on smartphone. M3 | AML Screening Module | $70 Confirm PostgreSQL RLS multi-tenant isolation with a deliberate cross-tenant query attempt, validate all 22 data source integrations, test STR/SAR workflows, confirm PDF certificate generation, verify per-tenant branding isolation. M4 | Accounting Operations & AI Doc Processing | $70 Validate month-lock gate logic, VAT threshold triggers, OCR pipeline accuracy, 6-level matching engine, QuickBooks OAuth push, Google Drive auto-folder creation. Largest milestone by complexity — do not sign off without live testing all threshold scenarios. M5 | Sales CRM Phase 1 | $52 Test both sales pipelines end-to-end, validate Form Builder with all 14 question types and conditional logic, confirm lead record creation flows correctly, check pipeline stage rendering. M6 | Sales Automation & Outreach | $42 Test WhatsApp API integration with live message delivery, validate all email sequences, confirm Cal.com webhook fires on booking, verify Template Manager allows Admin content edit without code change. M7 | Engagement Letter & Invoice | $53 Test engagement letter PDF generation with dynamic field population, validate e-approval audit trail, test invoice with Price Book integration, confirm payment receipt within 60 seconds of webhook. M8 | Operations CRM | $53 Test both operations pipelines, validate Project Template Builder Admin UI, test 3-rejection cap with escalation, confirm renewal expiry alerts fire at 90/60/30 days, test price discrepancy flag and clearance. M9 | Admin Panel, Nurture, HR & AI Chatbot | UAT, Bug Fixes & Handover | $55 Test all 11 Admin Settings modules, confirm 20 nurture tracks are live with WhatsApp Meta-approved templates, test HR attendance and leave approval engine, validate AI Chatbot across all 3 surfaces including meeting auto-join. Lead full end-to-end UAT across all 16 modules, log and track all bugs to resolution, validate production deployment, receive and review all handover documentation, confirm 90-day support obligation is understood by developer. YOUR ROLE — WHAT THIS POSITION COVERS This role is not technical development. You will not write code, fix bugs, or contribute to the build. Your job is to stand between the developer and IncHub management — holding the developer accountable to the specification, protecting IncHub from delivery risk, and ensuring that when this system is handed over, it actually works and is documented well enough for IncHub to own it independently. You are the person IncHub management will call when something feels wrong. You are the person who tells management when something is wrong before they need to call. 1. PRE-DELIVERY RISK IDENTIFICATION — YOUR MOST CRITICAL FUNCTION IncHub management must never be surprised by a delivery failure. If a problem is forming — a milestone slipping, a technical shortcut being taken, a scope ambiguity that will create a dispute — you identify it and communicate it in writing before it becomes a crisis. Monitor developer progress between milestones — not just at handover points Identify early warning signs: radio silence, vague status updates, scope questions that suggest the developer has not read the blueprint Flag any milestone at risk of missing spec — minimum 2 weeks' advance notice to management Identify technical shortcuts and assess whether they compromise blueprint requirements Raise a formal written risk alert to the CEO any time delivery quality, timeline, or scope integrity is threatened Escalate immediately — same day — if the developer proposes substituting any confirmed stack component without approval Flag any sign that the developer is using a pre-built CRM platform (Perfex, Rise, SuiteCRM, etc.) as a base — automatic disqualifying condition under the developer contract 2. MILESTONE ACCEPTANCE — GATEKEEPING PAYMENTS Receive each milestone deliverable from the developer Test it systematically against the blueprint specification — not a general impression Produce a written Milestone Acceptance Report: what was delivered, what passed, what failed, what is outstanding Confirm to the CEO in writing whether the milestone warrants payment release, conditional payment, or withholding Track all outstanding items and ensure resolution before the subsequent milestone payment is released 3. DEVELOPER SYNC MANAGEMENT Attend all developer sync meetings as IncHub's representative — weekly or bi-weekly depending on project phase Set the agenda: progress review, blocker identification, next milestone scope confirmation Ask the specific questions a non-technical CEO cannot ask — and understand the answers Challenge vague responses, incomplete demos, and unverifiable status claims Produce a written meeting summary within 24 hours covering decisions made, risks identified, and actions committed Maintain a live action log: every developer commitment tracked with a due date and followed up 4.SCOPE AND CHANGE CONTROL Maintain a live mapping between each milestone and the corresponding blueprint modules Identify scope creep — features built differently from the blueprint, or not built at all Evaluate any developer change requests and produce a written impact assessment (timeline, cost, blueprint compliance) before presenting to the CEO Confirm throughout the build that three non-negotiables are upheld: → Ground-up custom build — no Perfex, Rise, SuiteCRM, or any pre-built CRM base → Zero developer dependency for Admin configuration — a non-technical Admin must manage all 11 Admin Settings modules without code → PostgreSQL RLS for AML multi-tenant isolation — application-level filtering alone is not acceptable 5. MANAGEMENT COMMUNICATION Management does not have a technical background. Your communication must be precise enough to be actionable and clear enough to be understood without a technical co-translator. - Weekly written status update to the CEO: project health, current milestone status, risks on the horizon, decisions needed. - Same-day escalation for any critical issue: developer going quiet, scope violation, data residency concern, or payment dispute risk - Monthly project health summary: milestone progress vs. plan, risks resolved, risks open, 4-week outlook - Pre-milestone briefing before each sync: what is being reviewed, what the acceptance criteria are - Never filter bad news — if a milestone is failing or a risk is materialising, management hears it from you first and immediately 6. HANDOVER MANAGEMENT — THE FINAL CRITICAL PHAS Milestone 10 is where most outsourced projects fail. The developer declares completion, collects payment, and disappears — leaving the client with an undocumented system they cannot operate. Your job is to ensure that does not happen. - Define the handover checklist at project start — agreed with the developer in writing before Milestone 1 payment is released - Confirm at each milestone that documentation is being maintained: schema docs, API docs, deployment runbooks, third-party service configurations - Reject any milestone that moves forward without adequate documentation - At Milestone 10, conduct a structured handover review covering: complete source code, database schema and migration scripts, all environment variables and secrets (securely transferred), deployment documentation sufficient for an independent team, all third-party service configurations, and the 90-day support obligation confirmed in writing - Test the production deployment independently — without the developer on the call - Confirm IncHub management can access and operate the admin panel, user management, and reporting without developer assistance - Produce a final Handover Completion Report signed off by both you and the CEO YOUR DELIVERABLES - Meeting Summary Report — within 24 hours of every developer sync - Weekly Project Status Update — every week, without prompting - Risk Alert (written) — same day any risk is identified - Milestone Acceptance Report — before every milestone payment is released - Change Request Assessment — within 48 hours of any developer change request - Monthly Health Summary — first Monday of every month - Handover Checklist — agreed and signed at project start - Handover Completion Report — at Milestone 10, before final payment REQUIRED QUALIFICATIONS & EXPERIENCE Technical Understanding — Non-Negotiable You do not need to write code. But you must be able to read a database schema, understand what RLS policies are and why they matter, know the difference between a hardcoded automation rule and a database-stored configurable one, and identify when a developer's demo is not actually demonstrating what the blueprint requires. - Strong working understanding of full-stack web application architecture (frontend, backend, database, API) - Sufficient database literacy to review a PostgreSQL schema and confirm it matches a specification Understanding of multi-tenant SaaS architecture and why PostgreSQL RLS is a security requirement for the AML module - Ability to evaluate a BullMQ/Redis automation engine and confirm rules are database-stored, not hardcoded - Familiarity with REST API design, webhook architecture, and third-party API integrations - Sufficient AWS knowledge to confirm the project is hosted in the correct region (me-central-1) with appropriate security configuration - Ability to review OCR pipeline output and confirm whether the bank ledger construction and matching engine are working as specified Project Management - Minimum 5 years managing outsourced software development projects — not internal teams - Proven track record holding external developers accountable to a detailed specification - Experience managing fixed-price milestone contracts — including withholding and disputing payments when deliverables do not meet spec - Demonstrated ability to identify delivery risk early — not just report problems after they materialise - Clear, precise written communication to non-technical management — no technical co-translator required Professional - UAE timezone availability for all developer sync meetings — candidate may be based anywhere - No prior relationship with the engaged developer (Ashish / saudkhanbpk) — absolute disqualifying condition - High integrity and independence — your mandate is to protect - - IncHub's interests, not maintain a comfortable relationship with the developer - Comfortable delivering bad news without softening it to the point of inaccuracy ENGAGEMENT TERMS - Payment structured as a retainer tied to the developer milestone schedule — you are paid for active oversight, not passive availability - All project communications, risk alerts, and milestone reports become the property of IncHub Group - A signed NDA is required before access to the full CRM blueprint, developer contract, and GitHub repository - No subcontracting — you are hired individually; if you have a team, disclose it upfront - Any prior, current, or developing relationship with the engaged developer is a disqualifying condition and must be disclosed immediately - Engagement continues through the 90-day post-launch support window to ensure the developer fulfils post-handover obligations