AI Workforce Planning & Resource Coordination Specialist

Gramian Consulting; Brasil; On-site; BRL 40,000 - 60,000; Full time

Job summary

Gramian Consulting is seeking a Workforce Planning & Resource Coordination Specialist to support daily planning and deployment of more than 1,800 contributors across AI training projects. You will allocate contributors by project demand, maintain workforce data, and coordinate resource movements with Project, Training, and Onboarding Leads.

The role requires experience in operations coordination or resource planning, strong spreadsheet skills, attention to detail, and the ability to make

Qualifications

• Experience in operations coordination, workforce management, or resource planning.
• Strong spreadsheet skills and ability to maintain structured datasets.
• Excellent organizational skills with data-driven decision capability.

Responsibilities

• Allocate contributors across projects based on demand and capacity.
• Coordinate access permissions, training requirements, and resource movements.
• Maintain deployment records and monitor contributor status and availability.
• Monitor capacity, onboarding, and offboarding for workforce utilization.
• Identify capacity shortages, resource conflicts, and data inconsistencies; escalate risks.
• Track resource requests from submission through allocation and completion.
• Coordinate with Project, Training, Onboarding, and Supply teams for smooth deployment.
• Conduction clear shift handoffs and document outstanding requests and risks.
• Recommend improvements to resource planning processes and tracking systems.
• Support timely decision-making in a dynamic environment with competing priorities.

Skills

Spreadsheet proficiency

Data analysis

Operations coordination

Stakeholder management

Attention to detail

Job description

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 Specialist to support the daily planning and deployment of more than 1,800 contributors across 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
• Conduction 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