[Hiring] Resource Coordinator @Avahi

Role Description

Avahi is growing, and our delivery pipeline is growing with it. The Resource Coordinator is the connective tissue between our sales pipeline, our delivery team, and our third-party delivery partners. You will own the SOW-to-staffing pipeline, translate incoming work into actionable resource assignments, and ensure that every engagement — whether staffed internally or through a partner — closes cleanly with the right artifacts and client touchpoints in place.

This role requires someone who is organized to the point of obsession, comfortable with ambiguity, and genuinely energized by making complex systems run smoothly. You will work cross-functionally with the PMO Team Lead, Technical Project Managers, the AM/Sales team, and external delivery partners on a daily basis.

Key Responsibilities

• SOW-to-Staffing Pipeline Management
  • Maintain and manage the active resourcing pipeline from signed SOW through staffing assignment
  • Partner with the PMO Team Lead and Account Managers to translate new bookings into resource requests with clear timelines based on level of effort (LOE)
  • Identify and resolve staffing gaps, escalating blockers to leadership with recommended solutions
  • Maintain accurate project-to-PM assignments in Jira, Clockify, and internal proprietary tooling
• Weekly Resourcing Coordination
  • Run the weekly resourcing process: review active capacity, identify open assignments, and facilitate staffing decisions
  • Track utilization and flag over- or under-allocation to the respective Team Lead
  • Maintain a single source of truth for resource availability across the delivery team
  • Support onboarding logistics for new projects — timecard project setup, and more
• Third-Party Delivery Partner Oversight
  • Serve as the primary coordinator for external delivery partners and subcontractors
  • Maintain an updated roster of active delivery partners, their capacity, and current engagement assignments
  • Develop and follow process for submitting RFPs to third parties and communicating regularly on status
  • Work with the CFO to ensure proposals are within budget before outsourcing
• Reporting & Data Integrity
  • Produce weekly resourcing reports for the PMO Team Lead and leadership
  • Ensure Clockify project data is accurate and up to date for all active engagements
  • Identify and flag data gaps or discrepancies between Jira, Clockify, and the Avahi Portfolio Dashboard
  • Support capacity forecasting by maintaining clean historical assignment data

Qualifications

• 3+ years of experience in project coordination, operations, or resource management — ideally in a technology services, consulting, or IT professional services environment
• Demonstrated ability to manage multiple concurrent workstreams without dropping anything
• Experience with time tracking platforms (Clockify, Harvest, or similar)
• Excellent written and verbal communication skills in English — you will be coordinating with clients, partners, and internal stakeholders across time zones
• High attention to detail and a low tolerance for data ambiguity
• Proactive by nature — you surface problems before they become fires

Bonus Qualifications

• Familiarity with AWS services or cloud delivery environments
• Prior experience in a cloud consulting firm
• Experience owning vendor or subcontractor relationships
• Background in PMO operations, delivery governance, or process improvement

What Success Looks Like at 90 Days

• The SOW-to-staffing pipeline is documented, visible, and actively managed — no project waits more than 48 hours for resource assignment steps
• Every active engagement has resources assigned in Jira and Clockify with accurate project data, including allocations derived from the level of effort/SOW
• The PMO Team Lead has full resourcing visibility

Benefits

• Innovative Culture: We embrace a startup mindset, encouraging creativity, agility, and growth. Be part of a team that explores cutting-edge technology and drives impactful solutions.
• Career Development: Avahi is committed to your growth, offering mentorship and opportunities to advance your career — including AWS certification reimbursement upon passing an exam.
• Purpose-Driven Mission: Join us in making a difference. Avahi is dedicated to championing diversity, supporting women in tech, and fostering sustainable practices.
• Global Collaboration: Work alongside a diverse, talented team across time zones, sharing insights and collaborating to create real impact for our clients.

Work Environment & Logistics

• Remote — based in Mexico
• Independent contractor engagement (not full-time employment)
• Full-time hours, aligned to US business hours with flexibility for cross-time-zone collaboration
• Works closely with the PMO Team Lead and Delivery Team Leads
• Reports to: Delivery Leadership

Accessibility and Inclusivity Statement

Avahi is an equal opportunity employer. We celebrate diverse perspectives and are committed to building an inclusive team. We welcome applicants from all backgrounds, experiences, and perspectives, including those from underrepresented communities. If you require accommodations at any stage of the application or interview process, please let us know and we will work to meet your needs.