Resource Management Coordinator

HCVT•Long Beach, CA

17h•$60,000 - $70,000•Hybrid

About The Position

The Resource Management Coordinator supports the Resource Management Group by producing accurate reporting, maintaining scheduling systems, and learning staffing processes. This role starts with reporting and data integrity, expands into scheduling for groups, and includes system upkeep and compliance tasks such as timesheet reminders. Ideal for someone detail-oriented who wants to grow into a broader resource management role.

Requirements

Bachelor's degree or equivalent work experience
1+ year in operations, resource management, or reporting/analytics
Strong Excel skills (PivotTables, XLOOKUP; Power Query a plus)
Familiarity with scheduling tools (ProStaff or similar) and Microsoft Teams/Outlook
Highly organized with strong follow-through and the ability to manage recurring deadlines
Clear, professional communicator comfortable working across levels and teams

Nice To Haves

Exposure to staffing workflows, utilization targets, and capacity planning
Experience with SharePoint and/or Power BI for dashboards and reporting
Strong analytical and problem-solving skills with attention to detail
Proficient at negotiating and managing conflict
Ability to navigate changing priorities, resolve issues quickly, and work with diverse personalities
Proven ability to work independently while contributing effectively as a team member

Responsibilities

Resource Planning & Scheduling Support
Assist in resource planning activities, including analyzing project requirements, forecasting resource needs, and identifying potential gaps or conflicts.
Collaborate with team members to gather resource availability information and maintain accurate records of resource allocations.
Assist schedulers during peak periods, including assignment changes and managing blackout windows.
Intake reporting and scheduling requests, clarify requirements, and deliver timely solutions.
Systems & Data Management (ProStaff & Excel)
Learn and utilize ProStaff functionality, including views, filters, indicators, and scheduling workflows.
Make updates and maintain ProStaff data, including assignments, skills tags, availability, and blackout dates.
Refresh datasets from ProStaff exports and maintain Excel models using PivotTables, XLOOKUP, and charts.
Troubleshoot basic system issues and escalate complex problems to IT or vendor support.
Reporting & Analytics
Prepare weekly and monthly dashboards and reports, including utilization, capacity, open requests, overtime, and PTO impact.
Standardize reporting templates and folder structures for scheduling and resource management assets.
Process Improvement & Compliance
Monitor compliance with firm time-entry policies and escalate overdue timesheets to managers.
Identify opportunities to streamline reporting refresh steps and reduce manual effort.
Administrative & Operational Support
Provide administrative support as needed, including preparing documentation and maintaining relevant files and databases.
Travel to other HCVT office locations as needed.