Key Facts

Remote From:

Full time

Expert & Leadership (>10 years)

English

Hard Skills

Utilization Management Capacity Planning Workforce Planning Resource Management Account Analysis Analytical Dashboard Professional Services Automation Operational Excellence Sales Planning Process Design Shipment Coordination Business Intelligence Tools Demand Chain Management Resource Allocation Training Analysis Stakeholder Communications

Other Skills

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Microsoft Excel
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Decision Making
•
Calmness Under Pressure
•
Systems Thinking
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Collaboration
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Assertiveness

Cyclotron, Inc.

About Cyclotron, Inc.

We’re Cyclotron. We want to welcome you to the new world of an action-oriented, modern technology consultancy. Cyclotron was proudly founded in San Francisco in 2014 with the sole intent of accelerating the success of our clients by solving mission-critical business and technology challenges, through a proven network of industry-specific frameworks. We’re a trusted strategic partner to many innovative organizations in the financial, health and life sciences, public, retail, and technology sectors. Our solutions combined with your investment with us boosts productivity, enhances collaboration, and integrates intelligence across your entire enterprise.

Company type: Scaleup

Industry:

Founded: 2018

Company size: 51 - 200

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Job description

Job Type: FTE
Location: Flexible (US-based, works closely with offshore leadership)
Reports to: Chief Operating Officer
Salary Range: $80,000-$130,000

Role Summary
The Resource Planning & Allocation Manager is responsible for company-wide capacity planning, resource allocation, and utilization management across a multi-practice consulting organization of ~300 employees.
This role owns the end-to-end resource operations system — ensuring the right people are deployed to the right work at the right time, while balancing utilization targets (75%), delivery quality, margin, and employee sustainability.
This position sits within the Operations team, operates above individual practices, and acts as the single point of orchestration between:

Onshore practice-aligned teams
Offshore shared services and joint delivery model
Sales, Pre-Sales, and Delivery leadership

The Resource Planning & Allocation Manager is not an administrative staffing role. It is a strategic operations function with direct revenue, margin, and scale impact.
Core Objectives

Achieve and sustain 75% company-wide utilization (blended onshore/offshore)
Establish a single, disciplined staffing and allocation system
Optimize onshore vs offshore mix to support scale and margin
Provide leadership with real-time visibility into capacity, demand, and risk
Reduce delivery friction, bench inefficiency, and last-minute staffing escalations

Key Responsibilities

1. Company-Wide Resource Planning & Allocation

Own the single intake process for all resource requests across practices:
- Billable delivery
- Revenue-linked pre-sales
- Strategic internal initiatives
Validate all requests for:
- Role clarity
- Skill alignment
- Start date and duration
- Onshore vs offshore suitability
Balance competing priorities across practices based on:
- Revenue impact
- Client commitments
- Utilization targets
- Strategic initiatives

Outcome: No ad-hoc staffing. No bypassing the system. Predictable delivery.
2. Utilization Management & Optimization (75% Target)

Track and manage utilization across:
- Company
- Practice
- Role
- Onshore vs offshore
Actively identify:
- Underutilized resources
- Bench aging risks
- Over-allocation and burnout signals
Drive proactive redeployment of resources to improve utilization
Partner with Practice Leads to rebalance staffing when utilization drops or spikes

Outcome: Utilization is actively managed, not reviewed after the fact.
3. Offshore Shared Services Coordination

Serve as the primary onshore interface to the Offshore Resource Manager
Coordinate demand planning for offshore shared services across practices
Enforce staffing guardrails:
- Clear role definitions
- Ramp expectations
- Allocation discipline
Ensure offshore resources are:
- Appropriately leveraged
- Properly utilized
- Allocated based on company-wide priorities

Important:
The Offshore Resource Manager handles day-to-day offshore staffing logistics.
The Resource Planning & Allocation Manager owns global orchestration and prioritization.
4. Pre-Sales & Pipeline Alignment

Partner with Sales and Pre-Sales leadership to:
- Validate staffing feasibility for opportunities
- Assess start-date realism
- Identify capacity constraints early
Ensure pre-sales resourcing is:
- Intentional
- Time-bound
- Aligned to revenue outcomes
Prevent over-allocation of top performers into excessive pre-sales cycles

Outcome: Fewer fire drills. Higher conversion with realistic delivery commitments.

5. Margin & Cost Discipline

Optimize team composition:
- Senior vs junior mix
- Onshore vs offshore balance
Identify margin risk due to:
- Overstaffing
- Skill mismatches
- Prolonged non-billable allocations
Partner with Finance and Ops to:
- Track revenue leakage
- Flag staffing inefficiencies early

Outcome: Staffing decisions support growth and profitability.

6. Workforce Forecasting & Hiring Signals

Maintain rolling forecasts:
- 30 / 60 / 90-day demand outlook
- Practice-level capacity gaps
Provide hiring recommendations based on:
- Sustained demand trends
- Skill shortages
- Offshore leverage opportunities
Inform decisions on:
- Full-time vs contract
- Onshore vs offshore hiring
- Role seniority mix

Outcome: Hiring becomes proactive, not reactive.

7. Governance, SOPs & Cadence

Define and enforce SOPs for:
- Resource requests
- Allocation approvals
- Escalations
- Swaps and backfills
Run structured cadences:
- Weekly utilization & bench review
- Monthly capacity and forecast review
Ensure consistency across practices while allowing for practical flexibility

Outcome: Resource operations run as a system, not tribal knowledge.

8. Reporting, Analytics & Leadership Visibility

Own dashboards and reporting for:
- Utilization trends
- Bench aging
- Allocation by practice
- Offshore leverage
Provide leadership with:
- Clear insights
- Risks
- Options (not just problems)
Partner with Ops and Finance to align metrics across systems (PSA, CRM, etc.).

Required Experience & Skills
Experience

8–12+ years in consulting, professional services, or IT services organizations
Direct experience with:
- Resource management
- Capacity planning
- Utilization tracking
Experience operating in:
- Multi-practice environments
- Offshore / nearshore delivery models
Comfortable supporting organizations in the 250–500 employee range