Project Coordinator (AI Data & Vendor Operations)

Job Title: Project Coordinator AI Data & Vendor Operations

Experience: 2-3 Years

Location: Kilpauk, Chennai

Work Mode: Work from Office - 5/6 days as per business requirement

Shift: Flexibility to work across different shifts

Employment Type: Permanent

Department: AI Content

About the Role:

We are seeking a proactive, detail-oriented Project Coordinator AI Data & Vendor

Operations to drive the execution, tracking, and operational management of our global

AI/ML data initiatives. In this role, you will act as the primary liaison connecting internal

cross-functional teams (Operations, QA, Procurement, Legal, Finance, BD) with external

vendors, virtual teams, and freelancers across AI/ML data domains (annotation,

speech/audio, computer vision, NLP, LLM evaluation, localization).

The ideal candidate thrives in a fast-paced environment, excels at managing structured

data trackers, has hands-on experience

Key Responsibilities:

• Vendor Sourcing & Research: Identify, screen, and map prospective vendors
• and freelancer pools based on project requirements across various AI/ML
• capabilities, geographies, and languages.
• Outreach & Communication: Manage vendor outreach (email, LinkedIn),
• distribute RFQs and rate-card templates, schedule introductory calls, and
• maintain communication logs.
• Vendor Onboarding & Management: Lead end-to-end onboarding for new
• vendors, virtual teams, and freelancers (NDAs, service contracts, compliance
• checks, sample test evaluation loops).
• Freelancer & Virtual Team Coordination: Actively manage and coordinate
• daily deliverables and performance of freelancers and virtual teams to ensure
• smooth work transitions and timely output.
• Resource Pooling & Relationship Building: Establish and maintain strong
• vendor relationships; build a robust, diverse pool to support varying annotation
• requirements.
• Requirement Analysis: Collaborate with BD and Program Managers to
• analyze and understand new process requirements as they arrive.
• Project & Workflow Coordination: Assist Program Managers in tracking
• timelines, deliverables, dependencies, and cross-functional action items across
• concurrent AI projects.
• Commercials & Rate Cards: Collect, validate, and compare vendor/freelancer
• rate cards against historical and market benchmarks to highlight cost variances
• to leadership.
• Quality & Delivery Assurance: Actively monitor team output to ensure all
• customer quality standards, SLAs, and delivery timelines are consistently met.
• Data Management & MIS Reporting: Maintain accurate master trackers
• (Excel/Google Sheets) and generate daily/weekly operational reports on pipeline
• metrics and project status.

Key Requirements & Qualifications

• Experience: 1 to 2 years of experience in AI annotation, data operations, vendor

management, or project coordination.

• Freelancer Coordination: Proven experience managing and coordinating

with freelancers, contractors, and virtual teams for timely delivery.

• Shift & Week Off Flexibility: Willingness and flexibility to work in rotational

shifts and adjusted week-offs as per project and business requirements.

• Data & Technical Skills: Advanced proficiency in MS Excel or Google Sheets

(master trackers, formulas, data hygiene); familiarity with project tools (Jira,

Asana) is a plus.

• Execution & Ownership: Exceptional follow-through and problem-solving

skills, with a proactive approach to closing pending action items.

• Communication & Collaboration: Exceptional written/verbal

communication skills to interface confidently with external vendors/freelancers

and internal teams.

• Domain Readiness: Eager to learn AI/ML data operations (data labeling,

computer vision, speech, LLM evaluation). Complete training provided!