Resource Specialist

Position Overview:As a Project Resource Specialist, you will report to the Senior Project Manager and play a critical role in ensuring the right resources are available at the right time across multiple concurrent projects. You will coordinate resource planning and scheduling across project phases—from design and engineering through production, installation, commissioning, and closeout—while balancing project priorities, team availability, specialized skill sets, travel requirements, and changing schedules.Working closely with Project Managers, department leaders, and technical teams, you will maintain visibility into current and future resource needs, proactively identify capacity constraints and scheduling conflicts, and help develop solutions that keep projects on track. Success in this role is when project teams have the resources they need, potential conflicts are identified early, and leadership has accurate visibility into resource demand, availability, and utilization.401(k) with company matchSubsidized medical, dental, and vision insuranceCompany-paid life and short-term disability insuranceMonthly internet/communications stipendPaid vacation time – 15 days annuallyPaid sick timePaid holidaysPrimary ResponsibilitiesResource Planning & SchedulingDevelop and maintain resource plans across multiple concurrent projects and project phases.Coordinate staff assignments based on project schedules, priorities, availability, required skills, and workload.Maintain accurate short- and long-term resource schedules and forecasts within company project management and database tools.Resource Forecasting & Capacity ManagementMonitor current and future resource demand across the project portfolio and identify potential capacity gaps, overallocations, and scheduling conflicts.Partner with Project Managers and department leaders to anticipate upcoming resource needs and recommend solutions to address constraints.Creation and streamlining of project resource utilization toolsProject & Cross-Functional CoordinationWork closely with Project Managers, Engineering, Design, Production, and other department leaders to confirm resource requirements and priorities.Support project teams in resolving competing resource needs while maintaining alignment with overall project and company priorities.Contractor & Field Resource CoordinationCoordinate contractor requirements, assignments, availability, scheduling, quotes, invoicing, and budget tracking.Support planning for project site deployments, including personnel schedules, travel dates, and duration of field assignments.Monitoring & ReportingMaintain accurate resource allocation, availability, utilization, and forecasting data.Prepare regular resource status and capacity Excel & database reports for Project Managers, department leaders, and company leadership.Audit scheduling information for accuracy and alignment with established processes.Identify trends or recurring resource constraints that may impact current or future project delivery.Resource Risk ManagementProactively identify resource-related risks that could affect project schedules, milestones, or delivery and develop contingency plans.Escalate significant capacity constraints, resource conflicts, or staffing gaps early enough to allow for corrective action.Tools, Processes & Continuous ImprovementMaintain resource scheduling and reporting tools to provide reliable, current information across the organization.Recommend improvements to resource planning, forecasting, allocation, and reporting processes. Core Requirements & Qualifications3+ years of experience in project resource planning, workforce scheduling, project coordination, construction scheduling, or a similar role supporting multiple concurrent projects.Demonstrated experience coordinating personnel and resources across multiple complex projects, project phases, and competing schedules.Experience in themed entertainment, construction, AV systems integration, engineering, production, live entertainment, or another project-based technical environment strongly preferred.Ability to interpret project schedules and translate project milestones, installation periods, commissioning activities, and changing priorities into short- and long-term resource requirements.Proven ability to manage resource schedules involving specialized technical personnel, project teams, contractors, and/or field installation crews.Strong ability to identify resource conflicts, capacity constraints, scheduling gaps, and competing priorities and proactively work with project and department leadership to develop solutions.Strong analytical and organizational skills with the ability to maintain accurate resource data while managing frequent schedule changes.Experience with project management and resource scheduling platforms; Wrike, experience preferred and QuickBase knowledge a plus.Advanced Excel skills, including the ability to create and manage resource schedules, forecasts, utilization reports, and other project planning tools.Strong written and verbal communication skills with the ability to coordinate effectively with Project Managers, department leaders, technical teams, contractors, and leadership.Ability to work effectively in a fast-paced, deadline-driven project environment where priorities and resource requirements may shift quickly.Preferred QualificationsExperience coordinating resources through multiple project phases, including design, engineering, fabrication/production, site installation, testing, commissioning, and closeout.Familiarity with construction or installation schedules, project dependencies, critical milestones, and field deployment planning.Experience coordinating traveling project teams, contractors, or temporary/contingent resources across multiple project locations.