Smart Outsourcing Solution
Role Overview 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 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. The Workforce Coordinator maintains a live understanding of what each delivery resource is working on, how much capacity they have remaining, and where upcoming capacity constraints or workload imbalances are likely to occur. The ideal candidate is highly organised, analytical, comfortable managing schedules and capacity data, and confident enough to challenge unrealistic workload or deadline expectations. Key Responsibilities 1. Task Intake and Resource Allocation Act as the central gatekeeper for assigning production work across AiDisco's delivery team. When a task is ready for production: Review the task requirements Confirm the required role and capabilities Review available resources Check current workload and upcoming deadlines Assess available capacity Consider priority and required completion date Assign the task to the most appropriate resource Update the relevant workforce and project management systems Tasks should not be allocated solely based on immediate availability. The Workforce Coordinator should balance capability, capacity, workload, priority, and delivery requirements when making allocation decisions. 2. Capacity Management Maintain an accurate view of available and committed capacity across the delivery team. Track: Current assignments Upcoming assignments Available capacity Committed capacity Resource utilisation Deadlines Planned leave and known availability Overallocated resources Underutilised resources Upcoming capacity constraints The Workforce Coordinator should be able to determine whether the team has sufficient capacity to accommodate incoming work before commitments are made. 3. Workload Balancing Ensure work is distributed appropriately across available resources. Identify situations where: One resource is overloaded Another resource has unused capacity Too many high-priority tasks are assigned to the same person A specialist has conflicting deadlines Work could be reassigned without compromising quality Upcoming work will create an avoidable bottleneck Reallocate tasks where appropriate while considering project priorities and delivery requirements. 4. Resource-to-Task Matching Ensure tasks are assigned to resources who have the appropriate capabilities. Maintain an understanding of each resource's: Role Core skills Areas of expertise Relevant experience Types of tasks they can perform Types of tasks they should not perform Current workload Available capacity Allocation decisions should therefore consider both whether someone has time and whether they are the right person for the work . 5. Workforce Scheduling Maintain visibility over delivery schedules across the team. Coordinate: Current workloads Upcoming assignments Task due dates Planned leave Resource availability High-priority work Recurring responsibilities Known periods of increased demand Ensure scheduling decisions do not create unnecessary conflicts or unrealistic workloads. 6. Forward Capacity Planning Look beyond current assignments and identify future capacity risks. Maintain a forward-looking view of expected workload across relevant delivery functions. Examples may include: AI Content Engineering AI Visibility Authority & Citation QA Performance Analysis Other specialist delivery functions Identify when forecast demand is likely to exceed available capacity. Escalate potential shortages before they begin affecting delivery. For example: AI Content Engineering — 95% forecast utilisation next week — Capacity Risk AI Visibility — 70% forecast utilisation — Capacity Available QA — 105% forecast utilisation — Bottleneck Expected The purpose is to give the Head of Delivery enough advance warning to reprioritise work, redistribute capacity, or make resourcing decisions. 7. Resource Utilisation Tracking Monitor whether AiDisco's available delivery capacity is being used effectively. Track indicators such as: Available hours or capacity Assigned capacity Unallocated capacity Overallocated capacity Utilisation by role Utilisation by resource Upcoming demand Identify significant underutilisation or overutilisation and escalate where appropriate. The objective is not to maximise utilisation at all costs. Resources should retain sufficient capacity to accommodate realistic workflow changes, revisions, and priority work. 8. Reallocation and Capacity Risk Management Respond to changes that affect existing allocations. Examples include: Resource absence Unexpected leave Urgent client work Changed deadlines Tasks taking longer than expected Increased revision requirements New high-priority work Resource overload Determine whether work should be reassigned and coordinate changes with the relevant Project Manager. When capacity cannot accommodate all requested work, escalate the conflict rather than creating unrealistic workloads. 9. Workforce Reporting 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 Forecast demand versus available capacity Reporting should highlight decisions or interventions required rather than simply presenting numbers. 10. Allocation Process Improvement Help develop and improve AiDisco's workforce management systems. This may include: Resource allocation processes Capacity trackers Utilisation dashboards Resource skill matrices Allocation rules Workload forecasting Scheduling processes Resource availability tracking Escalation procedures The goal is to create a scalable allocation system that becomes more reliable as the delivery team grows. Role Boundaries The Workforce Coordinator is responsible for resource allocation, capacity management, workload balancing, scheduling, and utilisation visibility . The Workforce Coordinator should: Act as the gatekeeper before tasks are assigned Determine the appropriate resource for each task Maintain visibility over individual workloads Track available and committed capacity Balance workloads Forecast future capacity requirements Identify overutilisation and underutilisation Reallocate work when necessary Flag unrealistic workload expectations Escalate capacity constraints Maintain accurate workforce data The Workforce Coordinator should not: Determine client strategy Independently change project priorities Independently change client deadlines Own overall project delivery Replace the Project Manager Perform specialist tasks as the default response to capacity issues Review deliverables for final quality Replace the QA Analyst Send unapproved deliverables to clients Make hiring decisions independently When capacity conflicts with project requirements, the Workforce Coordinator should surface the issue to the Project Manager and Head of Delivery for prioritisation or resourcing decisions. Output Expectations The Workforce Coordinator is expected to: Maintain an accurate view of every delivery resource's workload Review tasks before resource assignment Allocate tasks promptly once they are ready for production Maintain current capacity and utilisation trackers Identify overloaded resources before deadlines are affected Identify underutilised capacity Maintain forward-looking capacity forecasts Reallocate work when required Produce weekly workforce and capacity summaries Escalate upcoming capacity constraints Keep workforce allocation data accurate and current At any point, the Workforce Coordinator should be able to answer: Who is working on what? What is each person's current workload? Who has available capacity? Who is overloaded? What work is coming next? Where are we likely to have capacity problems? Key Skills and QualificationsRequired 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 Experience managing resources across multiple client accounts Familiarity with ClickUp, Asana, Monday.com, Jira, or similar tools Experience building or maintaining resource capacity trackers Experience with workforce forecasting Experience with utilisation reporting Familiarity with AI SEO, GEO, AEO, or AI-related delivery teams Experience maintaining skills matrices or resource allocation frameworks Performance KPIs The Workforce Coordinator will be measured based on: Accuracy of resource allocation Percentage of tasks allocated within required turnaround times Capacity tracker accuracy Resource utilisation visibility Reduction in preventable resource overload Reduction in workload imbalance Timeliness of capacity-risk identification Accuracy of forward capacity forecasts Percentage of tasks assigned to appropriately skilled resources Reallocation effectiveness Workforce data completeness Reduction in delivery delays caused by preventable allocation issues The Workforce Coordinator should not be measured simply on maximising utilisation. Healthy capacity management is more important than keeping every resource at 100% utilisation. Success Looks Like A successful Workforce Coordinator helps AiDisco achieve the following: Every production task goes through a structured allocation process Work is assigned to the right resource rather than simply the first available person Resource workloads are visible at all times Overallocation is identified before it becomes a delivery problem Underutilised capacity can be identified and used effectively Project Managers know whether sufficient capacity exists for upcoming work Resources receive manageable and realistic workloads Capacity shortages are identified early Work can be reallocated quickly when circumstances change The Head of Delivery has reliable data to support future hiring and resourcing decisions AiDisco can add clients and team members without losing control of resource allocation Benefits 13th month pay HMO coverage Paid leave Government-mandated benefits Fully remote working arrangement Pay: Up to Php60,000.00 per month Benefits Work from home Application Question(s): How many years of experience in workforce coordination, resource management, traffic management, project coordination, operations, scheduling, or similar roles? Work Location: Remote
Smart Outsourcing Solution
