AI Data Project Manager ( US or Canada)

Defined.ai is a leading provider of high-quality, ethically sourced data for Artificial Intelligence (AI) and Machine Learning (ML) model training. We host the world's largest AI marketplace and offer end-to-end services to help companies accelerate their AI solutions. Backed by significant funding and recognized globally for our commitment to ethical AI, we operate in a fast-paced, innovative environment with offices in Seattle and Lisbon.

• 3+ years of experience in project management, program management, operations, solutions, or consulting within the AI data services industry.
• Experience managing projects involving multiple stakeholders, teams, suppliers, or external partners.
• Strong understanding of project planning, requirements gathering, resource planning, and execution.
• Strong analytical and problem-solving skills.
• Experience working with budgets, costing, pricing, staffing, or resource planning.
• Excellent written and verbal communication skills.
• Ability to manage multiple opportunities and projects simultaneously.
• Strong attention to detail and organizational skills.
• Ability to work independently in a fast-paced environment.
• Ability to translate ambiguous customer requirements into structured project plans.

• AI data services
• Data annotation
• Data collection
• Data labeling
• LLM evaluation
• Speech or language data
• Transcription
• Translation
• Human-in-the-loop AI
• Crowdsourcing
• AI model evaluation
• Content moderation
• Data operations

• Review customer requirements and translate them into clear, executable project plans.
• Work with Sales and customers to understand project objectives, scope, deliverables, timelines, quality requirements, and constraints.
• Determine the resources, skills, languages, geographies, suppliers, and operational capabilities required to execute projects.
• Develop project assumptions, dependencies, risks, milestones, and execution plans.
• Identify gaps or ambiguities in customer requirements and work with stakeholders to resolve them.
• Ensure proposed project approaches are operationally feasible before commitments are made to customers.

• Develop project cost models based on labor requirements, geography, supplier rates, quality requirements, project complexity, and operational assumptions.
• Develop staffing and capacity models for customer projects.
• Support the development of customer pricing and commercial proposals.
• Analyze different delivery approaches to identify the optimal balance of cost, quality, scalability, and timeline.
• Work with Sales, Finance, Supplier Management, and Operations to validate project economics.

• Have a strong understanding of AI data-service workflows, including:
  • Data collection
  • Image and video annotation
  • Audio and speech data
  • Transcription
  • Translation
  • LLM and AI evaluation
  • Data validation and quality assurance
  • Human-in-the-loop AI workflows
• Determine the appropriate operational approach for different project requirements.
• Understand how project specifications affect staffing, cost, timeline, quality, and delivery risk.
• Stay current with emerging AI data-service methodologies and industry practices.

• Partner with Sales teams during customer discovery and opportunity development.
• Participate in customer calls to understand requirements and explain proposed delivery approaches.
• Translate customer requirements into clear internal execution requirements.
• Support development of proposals, Statements of Work, RFP responses, and RFI responses.
• Prepare project scopes, methodologies, timelines, staffing models, assumptions, and pricing inputs.
• Serve as a key point of contact between Sales and delivery organizations during the presales process.

• Work with Supplier Management to identify appropriate suppliers and contributor pools for customer projects.
• Define required supplier capabilities, geographic coverage, language capabilities, capacity, and rates.
• Validate supplier availability and costs against proposed project requirements.
• Coordinate with Operations and Project Management teams to ensure proposed approaches can be successfully delivered.
• Support transition of awarded projects from presales into production.
• Identify operational risks and develop mitigation strategies.

• Develop project plans, execution methodologies, and operational approaches for RFPs, RFIs, and other customer requests.
• Contribute to technical and commercial proposals.
• Develop assumptions, staffing models, quality approaches, timelines, and pricing inputs.
• Coordinate information across Sales, Operations, Supplier Management, Finance, and other internal stakeholders.
• Ensure customer commitments are aligned with operational capabilities.

• Coordinate multiple stakeholders to move opportunities from requirements through solution definition and delivery handoff.
• Track open questions, decisions, dependencies, and risks.
• Communicate project requirements clearly across technical, operational, commercial, and customer-facing teams.
• Drive timely resolution of issues that could affect scope, cost, quality, or delivery.
• Maintain accurate project documentation and ensure key assumptions are captured.

• Project scopes
• Project plans
• Execution methodologies
• Staffing models
• Capacity models
• Cost models
• Pricing inputs
• Statements of Work
• RFP/RFI responses
• Project assumptions
• Operational workflows
• Supplier requirements
• Quality frameworks
• Timelines and milestones
• Customer presentations
• Presales-to-delivery handoff documentation

• Accurate and complete project scoping.
• Development of commercially viable project approaches.
• Accurate project costing and resource planning.
• Successful coordination between Sales, Operations, Supplier Management, and customers.
• High-quality proposals, SOWs, and RFP/RFI responses.
• Identification and mitigation of operational risks before project launch.
• Efficient transition of awarded projects into delivery.
• Ability to independently manage complex customer requirements.
• Strong customer and internal stakeholder relationships.

Benefits 
You spend a lot of your time at work, so it should be challenging, fun and interesting. At Defined.ai it will be all of those things and more. Here’s what we offer: 

• Flexible working schedule and hybrid model . We know comfort can boost creativity and performance, so you can manage your schedule and work both from one of our modern office spaces or home. 

• Excellent career development opportunities in a high growth company. With us, you can accomplish your career goals and follow a well-described career path with the support of your supervisor. 

• Culture of feedback and continuous improvement. AI is a fast-paced area, so we keep track of tech trends, and we always ask for feedback. 

• An international and diverse team . We have more than 23 nationalities at our 3 locations, 
  and we provide language classes. 

• Continuous training opportunities . You can choose from many options: leveraging hand-on workshops, unlimited access to Coursera and formal development opportunities. 

• We love to foster a great office vibe . We believe that a comfortable environment makes 
  a difference, so we provide daily breakfast and lunch, weekly happy hours to unwind,
  extra time-off, and even in-office massages to keep you relaxed and energized. 

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