Staffing Specialist/Coordinator

Entrada AI; Remote; PLN 120,000 - 180,000; Full time

Job summary

A growing data consulting firm is seeking a Staffing Specialist/Coordinator in Warsaw, Poland. This high-impact role involves optimizing consultant utilization and providing analytical support for staffing decisions. Candidates should have over 4 years of experience in resource coordination and project management within the IT consulting space. The position offers remote flexibility and competitive compensation on a b2b or UoP contract. You will play a central role in scaling a high-growth consulting practice.

Benefits

High-impact role with direct visibility to leadership

Opportunity to design resource management processes

Access to Databricks Academy and certification support

Qualifications

• 4+ years of resource coordination, project management, or staffing operations in consulting or professional services.
• Demonstrated ability to synthesize complex information into clear recommendations for decision-making.
• Experience presenting analysis and options to senior leadership in fast-paced environments.

Responsibilities

• Analyze consultant capabilities and provide staffing recommendations.
• Coordinate resource allocation execution based on priorities.
• Develop and optimize standardized workflows for staffing requests.

Skills

Resource coordination

Project management

Data role distinction

Google Sheets proficiency

Tools

Asana

Jira

Slack

Job description

About the Role

We are seeking a Staffing Specialist/Coordinator to optimize consultant utilization and enable smart staffing decisions as we scale from 25 to 50+ consultants. This role provides analytical support and operational coordination for resource allocation decisions, working closely with Poland Operations Leadership and Delivery Leadership. Perfect for someone who excels at synthesizing complex information, loves building processes from scratch, and wants to be central to scaling a high-growth data consulting practice.

Responsibilities

Resource Analysis & Decision Support

• Analyze consultant capabilities, availability, and project requirements to provide staffing recommendations to leadership
• Maintain comprehensive consultant profiles including skills, certifications, project history, and availability
• Provide weekly utilization analysis and monthly capacity forecasts (30-50 day outlook) to leadership
• Identify resource conflicts, capacity constraints, and skill gaps, presenting options and recommendations for resolution
• Conduct pipeline-to-capacity analysis mapping sales opportunities to projected resource needs by skill set and timeline
• Support proposal development with real-time resource availability insights

Operational Coordination & Execution

• Coordinate resource allocation execution based on priorities and leadership decisions, ensuring smooth consultant transitions
• Facilitate consultant onboarding to projects: internal introductions, context sharing, logistics coordination
• Communicate staffing decisions to consultants, delivery leads, and client teams
• Maintain resource management view with accurate, real-time data on allocations, skills, and availability
• Track time-to-staff metrics and identify bottlenecks in resource allocation process
• Collaborating with the Talent Acquisition team to share priorities and requirements for people searches

Process Development & Reporting

• Review and improve resource management processes as team scales to 50+ consultants
• Develop and optimize standardized workflows for staffing requests, allocation decisions, and transition coordination
• Create and maintain dashboards for leadership visibility: utilization reports, capacity forecasts, skills analysis
• Drive continuous improvement based on metrics and stakeholder feedback

Technical Skills Intelligence

• Understand, on a high-level, technical requirements for different project types (data engineering, analytics engineering, data architecture, platform engineering, governance)
• Conduct first-level technical filtering for staffing requests based on project requirements

Required Qualifications

• 4+ years of resource coordination, project management, or staffing operations in consulting or professional services in the IT space
• Understanding of consulting business model: utilization targets, billable vs. non-billable time, capacity planning
• Demonstrated ability to synthesize complex information into clear recommendations for executive decision-making
• Experience presenting analysis and options to senior leadership in fast-paced environment
• Proven ability to manage multiple priorities and coordinate across stakeholders simultaneously
• Ability to distinguish between different data roles (Data Engineer vs. Data Architect vs. Platform Engineer)
• Advanced proficiency with Google Sheets for capacity modeling, utilization tracking, and analysis

Preferred Qualifications

• Familiarity with concepts related to data technologies and modern data stack (Databricks, cloud data platforms, ETL/ELT tools, BI platforms)
• Experience building resource management workflows from scratch in scale-up environment (20+ to 50+ people)
• Previous role at data consulting firm, Databricks partner, or technology consulting practice
• Multi-geography coordination experience (Poland/US time zones or other distributed teams)
• Technical recruiting background or experience assessing data engineers and platform engineers
• Experience in technical consulting, software development, data/analytics, or technology professional servicesExperience with resource management/PSA tools or ability to quickly learn new platforms
• Familiarity with project management and collaboration tools (Asana, Jira, Slack)

What We Offer

• High-impact role with direct visibility to leadership
• Opportunity to design resource management processes for growing consulting practice
• Databricks Academy access, certification support, exposure to enterprise data platform projects
• Competitive compensation on a b2b or UoP contract
• Remote from anywhere in Poland with flexible hours