Workforce Coordinator (Ai Visibility)

About the role

The Workforce Coordinator is responsible for managing the allocation, capacity, workload, and scheduling of AiDisco's delivery resources. The Workforce Coordinator acts as the gatekeeper before tasks are assigned to resources. Before work enters production, the Workforce Coordinator determines the most appropriate person to receive the task based on required role and skill set, current workload, available capacity, existing deadlines, task priority, required completion date, relevant experience, and overall team utilisation. The objective is to ensure work is allocated deliberately rather than simply assigned to whoever is available or most familiar with the account.

Key responsibilities

• Act as the central gatekeeper for assigning production work across AiDisco's delivery team, reviewing task requirements, confirming required role and capabilities, reviewing available resources, checking current workload and upcoming deadlines, assessing available capacity, considering priority and required completion date, and assigning tasks to the most appropriate resource
• Maintain an accurate view of available and committed capacity across the delivery team, tracking current assignments, upcoming assignments, available capacity, committed capacity, resource utilisation, deadlines, planned leave, overallocated resources, underutilised resources, and upcoming capacity constraints
• Ensure work is distributed appropriately across available resources by identifying situations where one resource is overloaded, another has unused capacity, too many high-priority tasks are assigned to the same person, or work could be reassigned without compromising quality
• Ensure tasks are assigned to resources who have the appropriate capabilities by maintaining an understanding of each resource's role, core skills, areas of expertise, relevant experience, types of tasks they can perform, current workload, and available capacity
• Maintain visibility over delivery schedules across the team by coordinating current workloads, upcoming assignments, task due dates, planned leave, resource availability, high-priority work, recurring responsibilities, and known periods of increased demand
• Look beyond current assignments and identify future capacity risks by maintaining a forward-looking view of expected workload across delivery functions and identifying when forecast demand is likely to exceed available capacity
• Monitor whether AiDisco's available delivery capacity is being used effectively by tracking available hours or capacity, assigned capacity, unallocated capacity, overallocated capacity, utilisation by role, utilisation by resource, and upcoming demand
• Respond to changes that affect existing allocations such as resource absence, unexpected leave, urgent client work, changed deadlines, tasks taking longer than expected, increased revision requirements, new high-priority work, and resource overload
• Provide regular visibility to the Head of Delivery and Project Managers on resource utilisation, available capacity, overallocated resources, underutilised resources, capacity by function, upcoming workload, capacity risks, resource conflicts, tasks requiring reassignment, and forecast demand versus available capacity
• Help develop and improve AiDisco's workforce management systems including resource allocation processes, capacity trackers, utilisation dashboards, resource skill matrices, allocation rules, workload forecasting, scheduling processes, resource availability tracking, and escalation procedures

About you

• 2 to 4 years of experience in workforce coordination, resource management, traffic management, project coordination, operations, scheduling, or similar roles
• Experience allocating work across multiple team members
• Strong capacity and workload management skills
• Strong spreadsheet skills
• Strong organisational and scheduling ability
• Ability to manage multiple priorities simultaneously
• Strong attention to detail
• Comfortable working with utilisation and capacity data
• Ability to make structured allocation decisions
• Strong written and verbal communication
• Confidence challenging unrealistic workload expectations
• Ability to work effectively in a fully remote environment
• Preferred: Experience in a digital agency, consultancy, SEO, technology, SaaS, or similar delivery environment
• Preferred: Experience managing resources across multiple client accounts
• Preferred: Familiarity with ClickUp, Asana, Monday.com, Jira, or similar tools
• Preferred: Experience building or maintaining resource capacity trackers
• Preferred: Experience with workforce forecasting
• Preferred: Experience with utilisation reporting
• Preferred: Familiarity with AI SEO, GEO, AEO, or AI-related delivery teams
• Preferred: Experience maintaining skills matrices or resource allocation frameworks

Benefits

• 13th month pay
• HMO coverage
• Paid leave
• Government-mandated benefits
• Fully remote working arrangement