AI Workforce Planning & Resource Coordination Specialist

About Gramian

Gramian Consultancy is a boutique consultancy specializing in IT professional services and engineering talent solutions. With a strong background in software engineering and leadership, we help companies build high-performing teams by matching them with professionals who truly fit their needs.

About the Role

We are seeking a highly organized Workforce Planning & Resource Coordination Specialistto support the daily planning and deployment of more than 1,800 contributorsacross multiple AI training projects. Reporting to the Supply Manager, you will allocate contributors according to project demand, maintain accurate workforce and capacity data, coordinate resource movements, and work closely with Project, Training, and Onboarding Leads. The ideal candidate has experience in operations coordination, workforce management, or resource planning, with strong spreadsheet skills, attention to detail, and the ability to make data-driven decisions in a fast-paced, shift-based environment.

Key Responsibilities

• Allocate and reassign contributors across projects based on changing demand, capacity, and operational priorities.

• Coordinate access permissions, training requirements, and instructions associated with resource movements.

• Maintain accurate and up-to-date records of contributor deployment, status, performance, and availability.

• Monitor project capacity, throughput, onboarding, and offboarding to support effective workforce utilization.

• Identify capacity shortages, resource conflicts, and data inconsistencies, escalating risks to the appropriate stakeholders.

• Track resource requests from initial submission through allocation and completion.

• Coordinate with Project, Training, Onboarding, and Supply teams to ensure smooth resource deployment.

• Conduct clear shift handoffs, documenting outstanding requests, pending actions, and operational risks.

• Recommend improvements to resource planning processes, tracking systems, and workforce management workflows.

• Support timely, accurate decision-making in a dynamic environment with competing operational priorities.

Requirements

• Professional experience in operations coordination, workforce management, resource planning, or a similar role.

• Strong spreadsheet skills and experience maintaining structured datasets, tracking records, and managing operational information.

• Excellent organizational skills and attention to detail.

• Ability to analyze capacity and resource data to make accurate, data-driven decisions under pressure.

• Strong communication and stakeholder-management skills.

• Ability to track multiple requests, deadlines, and dependencies simultaneously.

• Comfortable working in a fast-paced, shift-based environment and completing clear handoffs between teams.

• Availability to work the specified schedule for the full 16-week project.