Experience in resource management or project coordination at a digital agency or professional services firm.
Proven ability to staff multidisciplinary teams across various roles on concurrent projects.
Hands-on experience with capacity planning and time tracking tools like Harvest and Forecast.
Strong understanding of utilization metrics, billable targets, and capacity planning with advanced spreadsheet skills.
Ability to interpret a sales pipeline and translate it into staffing requirements.
Excellent communication skills to manage competing priorities using data-driven insights.
Highly organized and proactive in addressing resourcing issues before they escalate.
Adaptable to a fast-paced, high-growth agency environment.
Responsibilities
Match projects to the right delivery pod based on capacity and skills.
Manage staffing requests and adjustments across all active pods throughout the engagement lifecycle.
Resolve allocation conflicts and escalate to leadership when necessary.
Collaborate with delivery leadership to ensure pods are ready before project kick-off.
Translate the sales pipeline into staffing requirements based on deal timing and scope.
Maintain a forward-looking view of capacity across all delivery disciplines.
Track utilization metrics and monitor bench time to prevent financial impacts.
Benefits
Opportunity to work in a dynamic, high-growth agency environment.
Collaborative culture with cross-functional teams.
Access to professional development and training resources.
Visibility into strategic decision-making processes.
Engagement with leadership in capacity planning and resource allocation.
Full Job Description
Role Overview
As Resource & Capacity Manager, you will make sure the right people are on the right projects at the right time. You will own staffing and capacity across Teifi's delivery pods, turning the sales pipeline into staffing plans, keeping utilization healthy, and flagging capacity or skill gaps before they become delivery risks. You will work closely with delivery leadership, sales, Finance, and HR, and be the go-to person for who is working on what, now and over the coming quarters. This role reports to the Director of Delivery.
Key Responsibilities
Resource Allocation & Staffing
Match incoming projects to the right pod based on capacity, skills, and availability
Manage staffing requests and adjustments across all active pods, ensuring pods are appropriately resourced throughout the engagement lifecycle
Resolve allocation conflicts across competing projects, escalating to delivery leadership where priorities cannot be reconciled at the operational level
Partner with delivery leadership to ensure pods are staffed and ready before projects kick off
Translate the sales pipeline into forward-looking staffing requirements, working from deal timing, scope, and team composition to anticipate resourcing needs
Maintain a rolling forward-looking view of capacity across all delivery disciplines
Identify supply and demand gaps before they become delivery risks, giving leadership time to act
Work with sales and delivery leadership to flag capacity constraints that could affect deal timing or delivery commitments
Partner with Sales and Finance to align capacity forecasts with revenue projections and ensure the business can commit to incoming pipeline
Utilization Management
Track utilization across the delivery team by pod, project and by individual
Monitor bench time and flag underutilization early before it impacts financial performance
Skills Inventory
Maintain a current and accurate view of skills, certifications, and experience across the delivery team
Identify capability gaps within pods that could impact delivery quality on certain project types
Inform hiring and development decisions based on skill gaps across the delivery team
Match people to pods and projects that align with their growth trajectory and strengths
Operational Reporting
Own the accuracy of resource allocations in Harvest and Forecast, ensuring data reflects reality at all times
Provide delivery leadership with regular visibility into utilization, capacity, and allocation status across all active and upcoming engagements
Flag variances between planned and actual allocations proactively before they affect delivery or financial outcomes
Recruitment Support
Identify hiring needs based on pipeline demand and utilization trends
Define role requirements and timing needed to close capacity gaps and feed that information to HR to initiate the recruitment process
Maintain visibility into open roles and expected start dates to factor into capacity planning
Success Metrics
Utilization consistently tracked against billable targets with variances identified and addressed proactively
Bench time kept within target range with underutilization flagged and resolved before it compounds
Capacity forecast accuracy maintained within an acceptable variance week over week, giving leadership confidence in the forward view
Qualifications
Experience in resource management, delivery operations, or project coordination at a digital agency or professional services firm
Experience staffing multidisciplinary delivery teams across roles including PM, Solutions Analyst, Front End Developer, Back End Developer, QA, and Solutions Architect on concurrent projects
Hands-on experience with Harvest and Forecast or similar capacity planning and time tracking tools
Solid understanding of utilization, billable targets, and capacity planning with strong spreadsheet and data skills
Ability to read a sales pipeline and translate deal timing and scope into concrete staffing requirements
Clear communicator who can navigate competing priorities with project leads and delivery leadership using data rather than opinion
Highly organized and detail-oriented with a proactive approach to flagging and resolving resourcing issues before they escalate
Comfortable working in a fast-paced, high-growth agency environment where priorities shift and plans change
