AI Transformation & Operations Coordinator (Hanoi-Full time Internship & Full-time)
Rakuna · Hanoi
Company Description
Rakuna is an HR technology company based in Silicon Valley, US with APAC office in Vietnam providing total recruiting software solutions for employers in North America. Our mission is to help companies recruit seamlessly.
We are beginning an internal AI transformation program to improve how our Sales, Customer Support, and Engineering teams work. We are looking for a curious and organized junior team member to help us turn AI ideas into practical workflows that employees can use every day.
This is not an AI research or advanced software engineering role. You will work closely with our Head of Engineering, Senior Developer, and business teams to coordinate projects, organize data, test AI workflows, and document how new processes should operate.
Want to be part of a transformative, learning culture that drives innovation? Join us!
For more info: https://www.rakuna.co/
Job Description
1. Support AI transformation projects
- Coordinate small AI and automation projects across Sales, Customer Support, and Engineering.
- Meet with team members to understand current processes, manual tasks, and operational challenges.
- Break each project into clear tasks, expected outputs, owners, and deadlines.
- Track progress, follow up on action items, and prepare weekly status updates.
- Help define how a workflow will be tested and what successful implementation looks like.
2. Organize data and support CRM operations
- Review and clean data from Rakuna’s internal systems.
- Identify duplicate, incomplete, or inconsistent records.
- Help maintain consistent contact, company, deal, and activity data.
- Prepare simple dashboards and weekly reports for Sales and management.
- Check whether automated workflows are recording information correctly.
- Escalate data issues instead of making unsupported assumptions.
3. Operate and test AI workflows
- Use AI to support account research, information classification, and content drafting.
- Prepare initial drafts of outreach messages for human review.
- Test prompts and record cases where AI outputs are incomplete or inaccurate.
- Support the configuration of workflows in tools such as HubSpot, Intercom, Slack, and no-code automation platforms.
- Test workflows before launch and document any errors or unexpected results.
- Monitor approved workflows and report problems to the technical team.
4. Create documentation and user guidance
- Write simple standard operating procedures and checklists.
- Maintain approved prompts, templates, and workflow instructions.
- Create short user guides or training videos.
- Collect feedback from employees using the new workflows.
- Update documentation when a process or system changes.
Qualifications
For Full-time Position:
Essential qualifications
- Approximately 1-2 years of experience in Business Analysis, Project Coordination or a similar role.
- Strong organizational skills and attention to detail.
- Good working knowledge of Excel or Google Sheets
- Practical experience using ChatGPT or another generative AI tool for work or study.
- Ability to understand a business process and document it clearly.
- Good written and reading comprehension in English.
- Comfortable communicating with both business and technical team members.
- Willingness to learn new software and experiment carefully.
- Responsible approach to customer, employee, and company data.
Preferred qualifications
- Basic experience with n8n, Make, Zapier, Power Automate, or a similar automation tool.
- Basic understanding of APIs, webhooks, JSON, SQL, or software testing.
- Experience preparing process maps, user stories, or acceptance criteria.
- Interest in B2B software.
For Internship Position:
Essential qualifications
- Final-year university student, recent graduate, or candidate with up to 1 year of professional experience.
- Able to commit to a full-time internship at least 6 months (can be 3 months and transition to full time position if qualified).
- Strong attention to detail and willingness to work with data.
- Good organizational and follow-up skills.
- Comfortable using Excel or Google Sheets.
- Practical experience using ChatGPT or another generative AI tool for study, work, or personal projects.
- Able to explain a process clearly in writing.
- Good English reading and writing skills.
- Comfortable working with both business and technical team members.
- Willing to learn new software and accept feedback.
- Candidates from Business Administration, Information Systems, Economics, Data Analytics, Computer Science, Marketing, Human Resources, or related fields are welcome to apply.
Preferred, but not required
- Experience with data cleaning, lookup functions, or pivot tables.
- Basic knowledge of APIs, webhooks or software testing.
- Exposure to n8n, Make, Zapier, Power Automate, or another automation platform.
- Experience coordinating a university, internship, volunteer, or personal project.
You May Be a Good Fit If You:
- Enjoy turning an unclear problem into a clear checklist.
- Are comfortable asking questions when information is missing.
- Check the accuracy of AI-generated information instead of trusting it automatically.
- Like working with data, systems, and operational processes.
- Can learn independently but know when to ask for technical support.
- Are proactive in following up and keeping projects moving.
- Prefer practical implementation over talking about AI trends.
- Want to develop a career in AI operations, product operations, or business systems.
Additional Information
Perks:
- Be a part of a young, dynamic, multinational, and multifunctional team that serves global customers with new everyday challenges.
- Join a fast-paced, goal-driven work culture that is committed to long-term career development.
- Monthly 1-on-1 performance reviews with your supervisor/manager to ensure you meet your goals and receive the support needed to succeed in your position.
- High work flexibility and ownership (We don’t track every hour you’re at the office; what matters more is whether you can complete your tasks each month).
Work directly at the office: 156 Viet Hung, Long Bien, Hanoi.
How to apply: Submit your resume to apply. Only qualified and shortlisted candidates will be contacted.
Application Deadline: Open until filled.