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Job Responsibilities:
Individual contributor who supports end-to-end delivery of multiple AI training data projects. Owns in collaboration with the project team, day-to-day execution, timelines, resources, and client communication to ensure delivery against scope and established processes. Manages end-to-end delivery of multiple workstreams that power Generative AI model training and evaluation, ensuring timelines, quality, and resources.
The Operations Specialist works hand in hand with Project Managers to support specific client portfolios, ensuring a high level of customer service and satisfaction.
This position is responsible for the successful planning, tracking, billing, and closure of client projects, as well as supporting onboarding, scheduling and approval of hours, and communication with field service employees.
The ideal candidate is a driven yet steady professional who is highly organized, detail-oriented, and resourceful in finding solutions. We are looking for a strong and clear communicator, both written and verbal, and a genuine team player who is willing to step in, support others, and go the extra mile when needed.
Billing and Invoicing
- Maintain up-to-date and accurate billing summaries.
- Submit billing summaries to Senior Project Managers according to weekly and monthly timelines.
- Partner with the accounting team to generate invoices based on approved billing summaries.
- Enter invoices into the financial tracking system.
- Open and close projects in the financial tracking system.
- Track Purchase Orders and proactively notify Senior Project Managers when funds are running low.
- Ensure finance systems are kept current and accurate.
- Generate reports, financial estimates, forecasts, and quotes.
Employee Management and Scheduling
- Verify and approve weekly hours worked by field employees.
- Maintain field employee schedules and manage online scheduling tools or spreadsheets.
- Communicate regularly with field employees and delivery team members, primarily via email, ensuring clarity and alignment.
- Establish and nurture strong working relationships with field employees, responding to questions or concerns in a professional, supportive, and timely manner.
- Influence and collaborate with cross-functional partners, including Project Managers, Recruiters, HR, and Accounting teams, to ensure seamless delivery and a positive experience for both clients and employees.
- Escalate operational or people-related issues to the appropriate stakeholders when necessary.
- Communicate regularly with field employees and delivery team members, primarily via email, ensuring clarity and alignment.
- Establish and nurture strong working relationships with field employees, responding to questions or concerns in a professional, supportive, and timely manner.
- Influence and collaborate with cross-functional partners, including Project Managers, Recruiters, HR, and Accounting teams, to ensure seamless delivery and a positive experience for both clients and employees.
Other Responsibilities
- Report to (Senior) Project Managers on financials, project progress, risks, and status updates, both formally and on an ad-hoc basis.
- Keep team members informed through regular updates, documentation, and knowledge sharing.
- Develop and maintain process documentation, contributing to effective knowledge management across the team.
- Identify opportunities to improve, streamline, or scale processes and tools, actively seeking ways to optimize delivery, quality, profitability, and client and employee satisfaction.
- Support a collaborative team culture by modeling ownership, accountability, and continuous improvement.
- Assist Project Managers with additional operational or coordination tasks as needed.
Requirements
- Bachelor’s degree in computer science, business, engineering, systems, finance, or a related field or equivalent work experience.
- 2+ years' experience in operational roles and/or project management, preferably in an AI services or delivery environment.
- An action-oriented mindset that combines creative problem-solving with the resourcefulness needed to deliver results.
- Strong attention to detail, with a focus on catching errors and ensure accuracy of data.
- Strong analytical skills, with a focus on planning and continuous process improvement.
- Effective communication skills, both verbal and written.
Additional Job Details:
