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Key Responsibilities and Required Skills for Resource Specialist

💰 $65,000 - $95,000

Human ResourcesProject ManagementOperationsStaffing

🎯 Role Definition

At its core, the Resource Specialist is the operational backbone of project and operational success, acting as the central point of contact for workforce planning, allocation, and management. This individual is a pivotal link between project managers, department heads, and our pool of talented professionals. They are responsible for ensuring that the right people with the right skills are assigned to the right projects at the right time. Adept at navigating complex scheduling demands and understanding the nuances of individual skills and career aspirations, the Resource Specialist balances project needs with employee development, maximizing utilization and fostering a productive, engaged workforce. This role requires a unique blend of analytical prowess, interpersonal finesse, and strategic thinking to forecast needs, resolve conflicts, and maintain an accurate, real-time view of our organization's most valuable asset: our people.

📈 Career Progression

Typical Career Path

Entry Point From:

  • Project Coordinator
  • HR Coordinator / Recruiter
  • Staffing Coordinator

Advancement To:

  • Senior Resource Specialist / Resource Manager
  • Talent Acquisition Manager
  • Workforce Planning Manager

Lateral Moves:

  • Project Manager
  • HR Business Partner
  • Operations Manager

Core Responsibilities

Primary Functions

  • Proactively manage and fulfill incoming resource requests by identifying, screening, and matching the skills and experience of internal and external talent to specific project requirements.
  • Maintain and continuously update a comprehensive resource management database, ensuring real-time accuracy of employee skills, certifications, availability, and project assignments.
  • Act as the primary point of contact for all resource allocation inquiries, providing timely and accurate information on resource availability and potential scheduling conflicts to project managers and leadership.
  • Develop and generate regular reports on key resource management metrics, including utilization rates, bench time, capacity planning, and forecasting to inform strategic decision-making.
  • Lead weekly resource allocation meetings, facilitating discussions to resolve staffing conflicts, prioritize requests, and ensure optimal deployment of personnel across all projects.
  • Build and nurture strong relationships with department heads, project managers, and team members to gain a deep understanding of project pipelines, business needs, and individual career goals.
  • Collaborate with the Talent Acquisition team to communicate future skill requirements and hiring needs based on project pipeline analysis and business growth projections.
  • Oversee the onboarding and offboarding process for project-based resources, ensuring a smooth transition and proper system access and de-provisioning.
  • Mediate resource-sharing and priority conflicts between different departments or projects, employing negotiation skills to find mutually beneficial solutions.
  • Analyze resource data to identify potential skill gaps within the organization and collaborate with HR and team leads to recommend relevant training and development opportunities.
  • Manage contractor and freelancer relationships, from sourcing and vetting to contract negotiation and onboarding, ensuring compliance with company policies.
  • Monitor project timelines and resource loads to proactively identify potential risks of burnout or underutilization, suggesting adjustments as needed.
  • Facilitate the process of matching unassigned resources (on "the bench") to short-term assignments, internal projects, or professional development activities.
  • Drive the continuous improvement of resource management processes, tools, and best practices to enhance efficiency, visibility, and overall effectiveness.
  • Ensure all staffing assignments are compliant with internal policies, client contracts, and any relevant legal or regulatory requirements.
  • Conduct regular check-ins with assigned resources to gauge project satisfaction, address concerns, and gather feedback on their engagement.
  • Support project leadership in creating detailed staffing plans and cost estimates for new business proposals and statements of work.
  • Administer and manage the resource management software/system, providing training and support to new users and championing its adoption across the organization.
  • Track and validate resource time-tracking against project allocations to ensure accurate billing and project accounting.
  • Partner with finance and project managers to forecast revenue based on scheduled resources and planned utilization.
  • Participate in long-range strategic workforce planning by analyzing trends in skill demand and projecting future capacity needs.

Secondary Functions

  • Support ad-hoc data requests and exploratory data analysis to answer specific business questions related to workforce composition and performance.
  • Contribute to the organization's data strategy and roadmap, particularly concerning human capital and resource management data.
  • Collaborate with business units to translate data needs into engineering requirements for dashboards and reporting tools.
  • Participate in sprint planning and agile ceremonies within cross-functional teams when resource management is a key dependency.
  • Assist in the development and documentation of resource management best practices, processes, and standard operating procedures.

Required Skills & Competencies

Hard Skills (Technical)

  • Resource Management Software: High proficiency in Professional Services Automation (PSA) or Resource Management platforms (e.g., Kantata/Mavenlink, Forecast, ServiceNow, Planview).
  • Data Analysis & Reporting: Advanced skills in Microsoft Excel (pivot tables, VLOOKUPs, complex formulas) for creating reports, forecasts, and what-if scenarios.
  • Applicant Tracking Systems (ATS): Experience using ATS platforms (e.g., Greenhouse, Lever, Workday Recruiting) to source and track candidates.
  • Project Management Tools: Familiarity with project management software like Jira, Asana, or Smartsheet to understand project workflows and timelines.
  • Business Intelligence (BI) Tools: Experience with BI tools like Tableau or Power BI for visualizing data and creating dashboards is a strong plus.
  • Database Management: Basic understanding of database principles for maintaining clean and accurate resource information.

Soft Skills

  • Communication: Exceptional verbal and written communication skills, with the ability to articulate complex information clearly and concisely to diverse audiences.
  • Negotiation & Influence: Strong ability to negotiate effectively and influence stakeholders at all levels to achieve optimal resource outcomes.
  • Problem-Solving: A critical thinker with a knack for identifying problems, analyzing potential solutions, and making decisive, well-reasoned decisions under pressure.
  • Interpersonal Skills: Superb relationship-building skills, demonstrating empathy, tact, and professionalism in all interactions.
  • Organizational Skills: Meticulous attention to detail and superior organizational and time-management abilities to juggle multiple competing priorities simultaneously.
  • Adaptability: The ability to thrive in a fast-paced, dynamic environment where requirements and priorities can change quickly.
  • Conflict Resolution: Proven ability to mediate disputes and resolve conflicts in a constructive and professional manner.
  • Strategic Thinking: Capacity to see the bigger picture and understand how day-to-day resource decisions impact long-term business goals.

Education & Experience

Educational Background

Minimum Education:

  • Bachelor's Degree or equivalent relevant professional experience.

Preferred Education:

  • Bachelor's Degree in a field relevant to the core functions of the role.

Relevant Fields of Study:

  • Human Resources
  • Business Administration
  • Project Management
  • Communications
  • Operations Management

Experience Requirements

Typical Experience Range:

  • 3-5 years of direct experience in resource management, workforce planning, staffing, talent acquisition, or project coordination.

Preferred:

  • Experience working within a professional services, consulting, technology, or creative agency environment is highly desirable due to the project-based nature of the work.
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