Resource Assistant (Workflow management)

Role: Resource Assistant  

Location: India (Remote working until further notice)

A Little Bit About the Role: 

The Resource Assistant provides essential support for resource planning, people operations, and talent coordination across EMEA markets with a UK focus. This role requires strong people coordination skills, excellent communication, a collaborative approach, and the ability to work independently whilst knowing when to escalate decisions appropriately.  

What You'll be Doing: 

Resource Planning & Coordination:  

• Handle resource bookings and scheduling across EMEA  

• Communicate with Project Managers regarding project resource requirements  

• Update and maintain resource planner accuracy  

• Coordinate resource allocation and availability  

• Track utilisation and capacity  

• Flag resource conflicts and constraints  

• Support resource forecasting activities  

Onboarding & Offboarding Administration:  

• Support onboarding administration for new starters across EMEA  

• Coordinate Oliver and Unilever account access requests  

• Assist with building and system access requests  

• Support offboarding administration for leavers  

• Maintain onboarding/offboarding documentation and checklists  

• Track completion of onboarding activities  

• Ensure smooth and timely processing  

Kit & Content Creator Coordination:  

• Coordinate kit requests and deployment  

• Track kit allocation and inventory  

• Support kit retrieval from leavers  

• Maintain asset records and documentation  

• Liaise with IT and procurement as needed  

Training Coordination:  

• Track training completion across EMEA teams  

• Coordinate training scheduling and logistics  

• Maintain training records and documentation  

• Flag training gaps to Resource Lead  

• Support access to training platforms  

Freelance & Supplier Support:  

• Provide administrative support on freelance and supplier tasks as directed  

• Maintain supplier contact information and records  

• Support supplier onboarding processes  

• Track freelance bookings and assignments  

Stakeholder Coordination:  

• Communicate openly and transparently with project teams across EMEA  

• Build collaborative relationships with delivery teams  

• Coordinate across UK and EMEA markets  

• Solve challenges in a collaborative, positive manner  

• Bring teams together to resolve resource issues  

Data Management & Reporting:  

• Maintain accurate resource data across systems  

• Generate resource reports and dashboards  

• Ensure data quality and integrity  

• Track resource metrics and KPIs  

• Identify and flag data discrepancies  

What You'll Need: 

• 4+ years experience in creative/production agency environment  

• Background in project delivery and resource management  

• Strong people coordination and communication skills  

• Open, transparent communicator with positive attitude  

• Collaborative problem-solver who brings teams together  

• Excellent organisational skills and attention to detail  

• Advanced proficiency in Microsoft Office suite (Excel, PowerPoint, Word)  

• Strong data entry and reporting capabilities  

• Experience with OMG system highly advantageous  

• Ability to read and understand timing plans and dependencies  

• Capability to use AI tools for role-specific tasks (advantageous)  

• Ability to work independently and prioritise effectively  

• Strong judgement on when to escalate decisions  

• Proactive and solution-orientated approach  

• Professional demeanour with stakeholder management skills  

Success Metrics:  

• Accuracy of resource planning and bookings  

• Timeliness of onboarding/offboarding processes  

• Quality of communication with project teams  

• Stakeholder satisfaction with resource coordination  

• Training completion tracking accuracy  

• Data quality and reporting accuracy  

• Efficiency of resource processes  

• Team collaboration and problem resolution  

Req ID: 17632

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