AI Workforce Planning & Resource Coordination Specialist

About the role

Gramian Consultancy, a boutique consultancy focused on IT professional services and engineering talent solutions, is looking for a highly organized Workforce Planning & Resource Coordination Specialist. You will support the daily planning and deployment of more than 1,800 contributors across multiple AI training projects, reporting to the Supply Manager. The role involves allocating contributors by project demand, keeping workforce and capacity data accurate, coordinating resource movements and working closely with Project, Training and Onboarding Leads.

Key responsibilities

• Allocate and reassign contributors across projects based on changing demand, capacity and operational priorities.
• Coordinate access permissions, training requirements and instructions linked to resource movements.
• Maintain accurate records of contributor deployment, status, performance and availability.
• Monitor project capacity, throughput, onboarding and offboarding to support workforce utilization.
• Identify capacity shortages, resource conflicts and data inconsistencies, escalating risks to the right stakeholders.
• Track resource requests from submission through allocation and completion.
• Work with Project, Training, Onboarding and Supply teams to ensure smooth deployment.
• Run clear shift handoffs, documenting outstanding requests, pending actions and operational risks.
• Recommend improvements to resource planning processes, tracking systems and workforce workflows.

Required profile

• Professional experience in operations coordination, workforce management, resource planning or a similar role.
• Ability to analyze capacity and resource data and make data-driven decisions under pressure.
• Strong communication and stakeholder-management skills.
• Comfortable working in a fast-paced, shift-based environment and completing clear handoffs.
• Availability to work the specified schedule for the full 16-week project.

Required skills

• Strong spreadsheet skills and experience maintaining structured datasets and tracking records.
• Attention to detail and excellent organizational skills.