This is a remote role, but eligible candidates must reside in one of the following states: IN, MI, IL, OH, KY, TN, MN, MA, FL, GA, PA
Occasional travel is required once per year for our annual summit in Mishawaka, IN or to client engagements.
The anticipated salary range for this position is $55,000 to $72,500, depending on experience and qualifications, while our internal pay band for this role extends up to $90,000.
Pathfinders, a full-service integrated marketing agency, is looking for a Resourcing Specialist who knows how to balance priorities, capacity, and momentum without missing a beat. This isn’t just about calendars and capacity, it’s about connection. You’ll be at the center of the agency, helping teams do their best work by ensuring the right people are on the right projects at the right time.
This role is ideal for someone who is as comfortable in project management tools as they are in cross-functional conversations. You’re not intimidated by change; you help manage it. You notice patterns, anticipate roadblocks, and make decisions that support both efficiency and morale.
You might be a great fit if you:
- Think strategically and act decisively. You don’t just complete the task, you connect it to the goal
- Set the tone for your team with optimism and clarity, especially under pressure
- Embrace learning curves and know how to bounce back from “the hard parts”
- Lead with empathy, curiosity, and collaboration, and you want the entire team to win
Get to know us at pathfind.com
What you will do, in greater detail:
- Own the agency-wide master resource schedule, ensuring all scoped project work is accurately assigned and reflected in real-time.
- Maintain accurate scheduling data in project management tools (e.g., Kantata).
- Review project briefs, scopes, and change requests to determine staffing needs and priority.
- Monitor daily resourcing changes and adjust assignments proactively based on availability, time off, overbooking, or project reprioritization.
- Lead weekly resourcing stand-ups to review capacity and adjust assignments.
- Ensure every available internal resource is actively assigned to revenue-generating or strategic investment work. Proactively monitor for unassigned team members and work with department leads to resolve capacity gaps.
- Track weekly scheduled vs. actual utilization; proactively flag over/underutilization and provide recommendations to optimize capacity.
- Collaborate with internal teams to ensure workloads are distributed appropriately across the organization for optimal efficiency.
- Own the prioritized backlog of investment work, ensuring available capacity is directed toward high-value internal initiatives.
- Proactively identify bottlenecks (internal overload, vendor dependency, etc.) and work with teams to address them by redistributing work or assigning work to external partners.
- Participate in workflow refinement and operational improvement projects.
- Administer the agency skillset inventory to maximize efficient assignments.
- Manage agency time between revenue and investment categories. Maintain a list of internal projects that can be assigned when capacity is available.
- Take ownership for maximizing organizational productivity and keeping every team member engaged in meaningful work.
- Assist with planning weekly all-staff meetings in collaboration with the Operations Team to keep team members informed of what’s happening across teams/departments.
- Overnight/weekend travel will be required for certain events.
- Complete time sheets daily with detailed notes.
- Attend all applicable required employee orientation, training, professional development, department quarterly meetings, and all-agency summits at the PF headquarters. Overnight/weekend travel will be required for certain events.
What we’d like to see in a strong candidate:
- B.Sc./B.A. required
- 5+ years of agency experience preferred. Experience with agencies that have a heavy production environment (digital, experiential, social, video, photography) is a plus
- 3+ years of experience with project management software (preferably in Kantata OX) is a plus
What's in it for you?
At Pathfinders, we believe people do their best work when they’re trusted, supported, and recognized. That’s why we offer more than just competitive compensation. We’ve built a total rewards philosophy around flexibility, performance, and long-term well-being. Our team enjoys the freedom to work remotely, generous time off (with employees averaging over six weeks annually), and opportunities to connect through our annual Summits. We cover a significant share of benefit costs, contribute to your HSA, and offer a 401(k) with automatic employer contributions (no employee contribution required). And because we believe great work should be rewarded, our quarterly bonus and profit-sharing programs reflect our commitment to shared success.
We embrace diversity as an advantage and believe firmly in the power of inclusivity. We provide all qualified applicants with equal employment consideration without regard to race, religion, sex, sexual orientation, gender identity, national origin, age, disability, veteran status, or any other protected status.
