AI Operations & Process Improvement Coordinator

1. Role Purpose

The AI Operations & Process Improvement Coordinator is responsible for reviewing current departmental workflows, identifying repetitive, manual or error-prone tasks, and proposing and implementing practical AI and automation solutions.

The purpose of this role is to help the company save time, reduce duplicated work, improve output quality and support employees in using AI more effectively in their daily work.

This is not an AI Engineer or advanced programming role. The successful candidate should be able to understand business operations, organise information, test practical tools and help employees apply AI in real working situations.

2. Key Responsibilities

Workflow Review and Process Improvement

● Work with different departments to understand their current workflows.

● Identify tasks that are time-consuming, repetitive, error-prone or suitable for simplification.

● Review delays, duplicated work, missing information and unclear handovers between teams.

● Recommend simpler, faster and more effective ways of working.

● Create or improve SOPs, checklists, templates and work instructions.

AI Application and Internal Support

● Review how employees currently use ChatGPT and other AI tools.

● Create prompt templates for common tasks, including email drafting and follow-up; tender and project document review; extracting information from specifications, drawings and technical documents; quotation preparation and supplier comparison; meeting summaries and report preparation; and website, marketing and internal training content.

● Guide employees on how to provide sufficient input, write clear instructions and verify AI-generated results before use.

● Support employees when they are unsure how AI can be applied to a particular task.

Internal Knowledge Base

● Build and maintain the company’s internal knowledge base.

● Organise and update information relating to products and services; SOPs and internal procedures; quoting rules; standard emails, reports and tender responses; supplier information; training materials; common technical explanations; and common mistakes and project lessons.

● Ensure information is easy for employees to find, update and reuse.

● Help ensure AI tools use accurate and up-to-date company information.

Automation and Tool Testing

● Research and test suitable AI and workflow automation tools.

● Evaluate tools based on actual business needs, cost, benefits, risks and ease of implementation.

● Help connect AI with existing systems such as email, Excel, Google Sheets, shared drives, CRM, calendars and project folders.

● Monitor implementation and assist with resolving issues during testing and rollout.

Training and Performance Monitoring

● Prepare practical AI training sessions for different departments.

● Create before-and-after examples showing how AI can improve work.

● Monitor employee adoption and support users with different levels of technical ability.

● Prepare weekly or fortnightly reports covering processes improved, tools being tested, time saved, manual work or rework reduced, and issues requiring management support.

Required Skills and Exper

Yêu cầu công việc

Required Skills and Experience

● Experience in Business Analysis, Process Improvement, Operations, Project Coordination, Automation or a similar role.

● Practical experience using ChatGPT, Claude, Gemini, Microsoft Copilot or similar AI platforms.

● Strong written and spoken English.

● Ability to understand, analyse and improve business processes.

● Strong Excel or Google Sheets skills and confidence using common office tools.

● Strong communication skills and the ability to work across multiple departments.

● Ability to work independently, follow up on tasks and collect required information.

● Logical, organised and careful when reviewing data and AI-generated outputs.

● Ability to explain technical tools and processes in a simple and practical way

Compensation:

● Competitive base salary ranging from 1,000 - 2,000 USD gross per month.

● On top of Vietnamese standard public holidays, employees have 5 weeks of leave per year, including 3 flexible weeks to be taken as holiday or converted into extra pay

● Premium health insurance package & Extra health promoting package

● Opportunities for professional development and career growth.

● Annual company trip focused on team building and relaxation.

Quyền lợi

• Chăm sóc sức khoẻ: Premium health insurance package & Extra health promoting package.
• Nghỉ phép có lương: On top of Vietnamese standard public holidays, employees have 5 weeks of leave per year, including 3 flexible weeks to be taken as holiday or converted into extra pay.
• Đào tạo: Opportunities for professional development and career growth.
• Hoạt động nhóm: Annual company trip focused on team building and relaxation.
• Khác: Competitive base salary ranging from 1000 - 2000 USD gross per month.