Resource Planning Specialist (SharePoint Administrator)

Jacobs; Kraków; Hybrid; PLN 120,000 - 200,000; Full time

Benefits offered by this job

Private medical care

Life insurance

Flexible benefits via MyBenefit

Hybrid work model

Holiday allowance

Job summary

Jacobs is seeking a Resource Planning Specialist in Kraków to own workforce planning data, develop dashboards, and drive process improvements across talent management programs. You will manage SharePoint-based systems, reports, and training workflows while collaborating with global teams.

The role emphasizes independent work, analytical skills, and the ability to implement scalable solutions in a dynamic, international environment. Hybrid office options are available.

Qualifications

• Advanced proficiency in SharePoint and core Microsoft Office applications.
• Power BI and Power Automate experience is highly desirable.
• Experience with data management, reporting, analytics, and dashboard development.
• Strong process documentation and workflow management skills.
• Ability to work independently with minimal supervision.
• Strong analytical, organizational, and problem-solving skills.

Responsibilities

• Maintain workforce planning databases, systems, SharePoint sites, and program tracking tools.
• Input, analyze, and monitor hiring, retention, promotion, training, succession planning, and talent data.
• Develop and maintain reports, dashboards, metrics, and integrated data solutions.
• Administer learning management system activities, including course setup, enrollments, attendance tracking, and reporting.
• Design, implement, and maintain automated workflows to improve efficiency and scalability.
• Maintain SOPs, training materials, user guides, and program documentation.
• Manage recurring schedules, reporting calendars, surveys, and stakeholder outreach.
• Coordinate meetings, mentoring, onboarding activities, and workforce planning reviews.
• Analyze training and workforce data to identify skills gaps and risks.

Skills

SharePoint proficiency

Microsoft Office

Data analysis

Workflow management

Tools

Power BI

Power Automate

Job description

At Jacobs, we're challenging today to reinvent tomorrow by solving the world's most critical problems for thriving cities, resilient environments, mission-critical outcomes, operational advancement, scientific discovery and cutting-edge manufacturing, turning abstract ideas into realities that transform the world for good.

Your impact

At Jacobs, we deliver projects that truly make a difference - from smart manufacturing and sustainable water systems to modern infrastructure and cutting-edge technologies. Our solutions support the development of cities, industries, and innovation, addressing today's challenges both locally and globally.

The Resource Planning Specialist serves as the primary administrator, coordinator, and process owner for RPG's programs and systems. This role operates with a high degree of autonomy and is responsible for data management, process standardization, workflow automation, reporting, and program administration. The position supports operational excellence through the development of efficient, scalable solutions across workforce planning, training, succession planning, leadership development, and talent management programs.

Key Responsibilities

• Maintain workforce planning databases, systems, SharePoint sites, and program tracking tools, ensuring data accuracy, integrity, and accessibility.
• Input, analyze, and monitor hiring, retention, promotion, training, succession planning, workforce capacity, and talent pipeline data to identify trends, risks, and opportunities.
• Develop and maintain reports, dashboards, metrics, and integrated data solutions to support workforce planning and talent management decisions.
• Administer learning management system activities, including course setup, enrollments, attendance tracking, automated notifications, completion management, and reporting within Jacobs University.
• Design, implement, and maintain automated workflows and process improvements to increase efficiency, consistency, scalability, and user experience across workforce planning and talent development programs.
• Develop, maintain, and update workflows, standard operating procedures (SOPs), training materials, user guides, FAQs, and program documentation.
• Manage recurring schedules, reporting calendars, surveys, communications, distribution lists, and stakeholder outreach activities.
• Coordinate recurring meetings, workshops, mentoring activities, onboarding activities, and workforce planning reviews.
• Analyze training and workforce data to identify skills gaps, talent risks, succession readiness, and development opportunities.
• Provide recommendations, insights, and administrative support for workforce planning, onboarding, leadership development, succession planning, and talent management initiatives.

We offer

• The opportunity to work in an experienced team within a global company operating across all areas of infrastructure investment
• A comprehensive benefits package private medical care, additional life insurance, flexible benefits selection via the MyBenefit platform, support for employees and their families in challenging life situations, and much more
• Holiday allowance ("Wczasy pod grusza")
• Flexible start times (between 730 AM and 1000 AM) and "short Fridays" (Monday-Thursday 8.5 hours, Friday 6 hours)
• Option to work from the office or in a hybrid model
• Learn more about our benefits and work culture here!

Here's what you'll need

• Advanced proficiency in SharePoint and core Microsoft Office applications (Excel, Teams, Outlook, PowerPoint, Forms, and Copilot); Power Automate and Power BI experience is highly desirable.
• Experience with data management, reporting, analytics, and dashboard development.
• Strong process documentation and workflow management skills.
• Demonstrated ability to work independently with minimal supervision.
• Strong analytical, organizational, and problem-solving skills.
• High attention to detail and commitment to data accuracy.
• Continuous improvement mindset with the ability to identify efficiency opportunities.
• Ability to manage multiple priorities and recurring deadlines effectively.
• Strong written communication skills.

We believe that by being inclusive, we bring ourselves closer together and foster greater creativity. We welcome people as they are. Learn more here.

If you need support during the recruitment process, please contact our team at [e-mail]

Join us and build your career in an international environment, alongside people who are passionate about shaping the future.

Your application experience is important to us, and we're keen to adapt to make every interaction even better. If you require further support or reasonable adjustments with regards to the recruitment process (for example, you require the application form in a different format), please contact the team via Careers Support.