Resourcing Coordinator

Opus Agency; United States; Remote; USD 50,000 - 60,000; Full time

Job summary

An established industry player is seeking a Resourcing Coordinator to join their dynamic team. This role is pivotal in supporting the Resourcing Managers to ensure efficient project staffing and communication. You will be involved in managing data, coordinating with various teams, and contributing to the improvement of processes using innovative tools. The company values a proactive approach and offers a supportive environment for growth and development. If you're passionate about events and eager to learn in a fast-paced setting, this opportunity is perfect for you.

Benefits

Health & Dental Insurance

Employer Paid Short-Term Disability

Paid Parental Leave

401(K) with Employer Match

Generous Time Off

Flexibility in Work Schedules

Qualifications

• 1-2 years of experience in events or hospitality preferred.
• Bachelor's degree from a four-year institution is preferred.
• Proactive approach and eagerness to learn new technology.

Responsibilities

• Assist Resourcing Managers with project communications and data entry.
• Maintain information in the Resourcing tool for employees and contractors.
• Coordinate responses from Resourcing Managers on project assignments.

Skills

Event Planning

Staff Planning

Data Management

Communication Skills

Problem Solving

Education

Bachelor's Degree

Tools

Certinia

Microsoft Office

Google Suite

Job description

Job Title: Resourcing Coordinator

Group/Team: Delivery Operations – Resourcing

Reports to: Sr. Director, Resourcing

Location: Remote

Status: Full-time, Salaried, Non-exempt

WHO WE ARE

Opus Agency is a future-forward full-service Global Events Agency with over 325 team members in the United States and the United Kingdom. As we look ahead to 2025 and beyond, our profound opportunity is to shape the future of events in an increasingly AI-infused world. In an era where digital interactions often dominate, the authenticity of real-world connections will become paramount. Events will emerge as the #1 priority for CMOs, driving brand success and fostering deep, meaningful relationships with audiences.

Our Resourcing team plays a critical role in this vision, partnering with world-shaping brands like Amazon, Microsoft, Google, and Salesforce, as well as an ever-expanding roster of category creators and fast-growing global brands. With these clients, we don’t just respond to change; we shape it by pulling the future forward and leading them into a new era of event marketing. As a Resourcing Coordinator, you will be at the forefront of this mission, driving innovative and impactful strategies that align with this events-driven vision for the future.

WHAT WE ARE LOOKING FOR

The Resourcing Coordinator sits as a member of Opus Agency’s Centralized Resourcing Team (CRT) alongside staffing experts for each department in the Agency. This role is responsible for assisting the Resourcing Managers in various aspects of their role including project team communications, data entry and management in our Resourcing tool, preparation of training or process improvement materials, etc.

The candidate should bring a supportive and proactive approach to the role along with an eagerness to learn and affinity for new technology and quick problem solving.

YOU SHOULD HAVE

1. 1-2 years of experience, preferably in one of the following fields:
1. Events or Hospitality
2. Resourcing / Staff Planning
2. Bachelor's degree from four-year institution is preferred
3. A results-oriented approach; be able to meet demanding deadlines and balance multiple tasks in a fast-paced environment.

ESSENTIAL DUTIES AND RESPONSIBILITIES

1. Develop strong understanding of the Resourcing tool, Certinia, and contribute to use and improvement.
2. Work with Resourcing managers to enter and maintain information in the Resourcing tool for full-time employees and contractors.
3. Review project assignments and project budgets to ensure alignment and accurate information for each role.
4. Support a continual view of week-over-week workload and team member capacity through hours distribution for each assignment for the life cycle of the project.
5. Process changes to resourcing assignments mid-project as needed when client agreements change or project teams shift.
6. Manage and oversee email traffic through the shared Resourcing email inbox in Help Scout.
7. Assign emails as they come into the inbox to the relevant Resourcing Manager.
8. Provide back-up communication assistance during busy seasons and out-of-offices.
9. Coordinate responses from Resourcing Managers on emails requiring input across departments.
10. Send project team communications regarding assignments.
11. Collaborate with Resourcing Managers on timing and accuracy of information.
12. Provide a single source of truth on all Agency assignments for a given project to keep project teams, Account Management and Agency Leadership informed.
13. Work with Contractor Engagement Manager on various outreach initiatives and communications that could include but are not limited to:
1. Scheduling interviews as we identify new contractor partners.
2. Emailing requests for availability to fulfill specific project roles.
3. Confirming “right of first refusal” status with selected individuals before moving to contract.
14. Support team leadership with meeting agenda preparation, taking meeting notes, and slide development, as needed.

COMPETENCIES

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

1. Builds and maintains understanding, mutual trust, respect, and meaningful cooperation with colleagues.
2. Represents the agency favorably through professional conduct and appearance; maintains self-control in difficult situations and a respectful, calm demeanor.
3. Support the realization of continuous improvements.
4. Effectively manages roles / function as defined and proactively communicates new needs.
5. Participates in projects to extend functional knowledge and/or industry understanding.
6. Employs skills and knowledge to create solutions.
7. Efficient in process and task completion.
8. Strong attention to detail.
9. Ability to effectively work with manager to prioritize workload on multiple projects simultaneously.
10. Ability to multitask and manage time effectively.
11. Work cooperatively with team members and stakeholders across the Agency.
12. Solves less well-defined, practical issues for which overview, analysis, and application of existing knowledge are required.
13. Can solve problems that are outside the bandwidth of the typical procedure.
14. Follows up on all details consistent with the nature and urgency of tasks.
15. Learns from problems and solutions and applies learnings in similar situations.
16. Resourceful and accountable.
17. Maintains positive outlook and brings positive energy to the Team.
18. Asks thoughtful questions to seek clarity.
19. Demonstrates ability to influence based on facts, knowledge and examples.
20. Effective and proactive communication (written and verbal).
21. Eager for feedback and with ability to implement quickly.
22. Adaptable to various communication and working styles.
23. Manages stress in productive ways.
24. Displays curiosity and enthusiasm.
25. Computer skills including Microsoft Office (Outlook, Word, Excel, OneNote, PowerPoint, etc.) and Google Suite preferred; an affinity for technology and learning new systems.
26. Ability to maintain high levels of confidentiality.
27. Must show personal and professional integrity, and commitment to excellence and high standards.

WHAT YOU CAN EXPECT IN RETURN

1. Full time position
2. Opportunities for growth and development
3. Health & Dental Insurance (choice of plans)
4. 100% Employer paid short-term disability and life insurance
5. Opportunity to elect additional life insurance and LTD insurance at employee expense
6. Paid parental leave
7. Opportunity to contribute pre-tax dollars to flexible spending accounts
8. 401(K) with employer match
9. Flexibility in work schedules
10. Generous time off

TRAVEL REQUIRED

This position may be occasionally required to travel to attend events. Air travel and overnight stays are required. Travel is anticipated approximately 2-3 times per year.

HOW WE’LL TAKE CARE OF YOU

Our job titles may span more than one career level. The starting salary for this role is between $50,000 and $60,000. Our salary ranges are based on third-party national average market compensation analysis. The actual salary is dependent upon many factors, such as: training, transferable skills, work experience, business needs, and market demands. The salary range is subject to change and may be modified in the future.

NOT SURE IF YOU SHOULD APPLY?

Studies show that those identifying as under-represented individuals might have talked themselves out of applying at this point. Don’t worry about checking every single box. At Opus Agency, we are dedicated to building a diverse, inclusive, and authentic team – so if you’re excited about this role, but your past experience doesn’t align perfectly with every single qualification in this job description, we encourage you to apply anyway. You may just be the right candidate for this role or we may have other roles that better align with your skillset.

PHYSICAL REQUIREMENTS:

Individuals will be required to sit for the majority of the day and may be required to stand as needed. May require ability to ambulate primarily on a level surface for periodic periods throughout the day. Individuals may be required to travel via airplane, train, taxi, car and/or other means of transportation, as needed.

The job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee. Duties, responsibilities and activities may change, or new ones may be assigned at any time with or without notice.

OTHER DUTIES AND ACKNOWLEDGEMENT

The above noted job description is not intended to describe, in detail, the multitude of tasks that may be assigned but rather to give the employee/ candidate a general sense of the responsibilities and expectations of the position. Duties, responsibilities, and activities may change at any time with or without notice. This does not create an employment contract, implied or otherwise, other than an "at will" relationship. This employer participates in E-Verify and will provide the federal government with your Form I-9 information to confirm that you are authorized to work in the U.S.

Opus Agency does not discriminate based upon race, religion, color, national origin, gender (including pregnancy, childbirth, or related medical conditions), sexual orientation, gender identity, gender expression, age, status as a protected veteran, status as an individual with a disability, or other applicable legally protected characteristics. All employment is decided based on qualifications, merit, and business need. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

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