Staffing Operations Specialist

Staffing Operations Specialist

Department: Operations
Location: Remote
Reports To: VP, Operations

Position Summary
As CQL's Staffing Operations Specialist, you own how our people get matched to client work. You maintain a real-time view of capacity and utilization, coordinate staffing across full-time and contract resources, and partner with the VP of Operations, recruiters, and project managers to keep the right people on the right projects. Your work ensures CQL delivers excellent client work on time, without
burnout or unfilled demand.

Organizational Values
At CQL, our Values drive everything we do as a company. You'll see them often in company communications, annual reviews, kudos, and more.
1. Relentlessly Client-Centric - We prioritize our clients' results ahead of everything. We make decisions from our clients' POV.
2. Trusted and Consultative - We earn our clients' trust by guiding and consulting them through difficult decisions. We do what we say we're going to do, internally and externally.
3. Collaborative, Approachable, and Authentic - We operate as one team, internally and externally. We're empathetic with one another and our clients. We're kind in all circumstances.
4. Adaptable and Constantly Learning - And have fun doing it. We deliver work we're proud of with excellence and care. We constantly strive for our clients and team members.
5. Passionate to Achieve and Win - We learn quickly and create positive change.

Essential Responsibilities
• Own CQL's weekly capacity and utilization report — maintain an accurate, real-time view of who is staffed, on what, and where the gaps are; circulate to leadership and project teams.
• Lead weekly staffing meetings and drive assignment decisions across active and upcoming engagements, balancing client deadlines with team workload.
• Surface staffing risks early — partner with the VP of Operations and recruiters to translate persistent gaps into open requisitions, and track progress against them.
• Source and onboard labor when internal capacity is insufficient; manage end dates, extensions, and offboarding.
• Plan resource coverage for PTO, holidays, and high-demand periods so client commitments hold during absences.
• Partner with Sales and Delivery on pipeline staffing — review incoming projects, flag resourcing implications, and confirm assignments at kickoff.
• Drive weekly timesheet compliance across the team to safeguard data quality for capacity, utilization, and financial reporting.
• Other projects as assigned by the VP of Operations.

Education & Experience
• Bachelor's degree in Business, Operations, Communications, or a related field — or equivalent work experience
• 2+ years in resource management, staffing operations, traffic/project management, or a similar role within an agency, consultancy, or professional services environment
• Demonstrated experience maintaining capacity and utilization reporting against an active project pipeline
• Experience sourcing, onboarding, and managing labor
• Strong spreadsheet skills (Google Sheets / Excel) for capacity modeling and reporting
• Working knowledge of resource management or PSA tools (e.g., Float, Resource Guru, Mavenlink, Smartsheet) a plus
• Familiarity with ecommerce or Shopify Plus delivery environments a plus
• 6 hours of your daily work hours must overlap with US Eastern Time business hours (8am - 5pm ET).

Other Knowledge, Skills & Abilities
• Excellent written and verbal communication; comfortable working with both technical and non-technical stakeholders
• High emotional intelligence — able to navigate competing priorities and deliver difficult staffing decisions diplomatically
• Strong attention to detail and follow-through; asks clarifying questions to gather all relevant information
• Highly organized and self-directed; manages multiple parallel priorities in a fast-paced environment
• Adaptable and constantly learning; comfortable when priorities shift quickly
• Welcomes constructive feedback and applies it to future performance
• Team-oriented and approachable; willing to mentor others and build trust across departments

This job description does not list all duties of the job. Employees may be asked by management to perform other duties as needed. The Company reserves the right to revise this job description at any time. This job description is not a contract for employment and does not infringe upon the Company's at-will employment status.