Resource Allocation Planner (Spain)

Top Employers Institute is the global authority recognising excellence in people practices. We assist companies to accelerate these practices and further enrich their worlds of work. Through the Top Employers programme, participants are audited, certified and recognised as employers of choice. Established more than 30 years ago, Top Employers Institute now certifies over 2 300 organisations in 121 countries. These certified companies positively impact the lives of over 12m employees globally.  


Purpose description, summarizing the contribution to the wider company strategy & goals


Key result areas and main activities


1. Project Planning and Scheduling Tools:

  • Carry out delegated activities to support the production of workstream and project plans that identify and organize all the activities needed to deliver project objectives and that comply with the organization's project management framework.
  • Demonstrate proficiency in scheduling tools to effectively manage resource calendars and schedules.

2. Customer Relationship Management (CRM) Data:

  • Enter relevant information into the CRM system, and where needed schedule follow-up actions and create call plan to ensure that the organization has quality data to enable effective customer retention and business development activities.
  • Support with cleaning and maintaining accurate data into the CRM system to ensure that the organisation has quality data to enable effective operational activities.
  • Utilize Salesforce to maintain accurate records of resource availability, allocations, and utilization.

3. Client & Customer Management (Internal)- Stakeholder communication:

  • Help manage internal clients by carrying out standard activities and providing support to others.
  • Communicate effectively with cross-functional teams to ensure clear understanding of project requirements, timelines and deliverables.
  • Foster strong working relationships with internal stakeholders, promoting a collaborative and customer-focus culture.
  • Serve as a liaison between the Central Allocation team and other departments and Certification Community colleagues to facilitate information sharing and problem resolution.

4. Work Scheduling and Allocation:

  • Work closely with stakeholders to understand resource needs and priorities across the cluster.
  • Assist in the allocation of resources to various projects and initiatives according to established guidelines and timelines.

5. Procedural Improvement:

  • Identify areas for process improvement within the resource allocation workflow.
  • Collaborate with cross-functional teams to implement solutions that streamline processes and enhance efficiency.

6. Operational Compliance:

  • Develop working knowledge of the organization's policies and procedures and of regulatory codes and codes of conduct relevant to own work, adhering to mandatory procedures to ensure own work is undertaken to the required standards.

7. Documentation Preparation:

  • Maintain comprehensive documentation of resource allocation processes, guidelines, and best practices.
  • Help to generate regular reports to track resource utilization, identify bottlenecks, and make data-driven recommendations for improvement.




  • Collaboration
  • Customer focus
  • Global perspective
  • Ensures accountability
  • Communicates effectively
  • Action Oriented
  • Plans and aligns
  • Decision Quality
  • Organizational and technical savvy


Qualification Criteria


  • Bachelor's degree in Business Administration, Management, or related field.
  • Excellent communication and interpersonal skills, with the ability to effectively interact with stakeholders at all levels.
  • Strong organizational skills and attention to detail.
  • Familiarity with scheduling tools such as Microsoft Outlook, Google Calendar, or similar applications.
  • Ability to prioritize tasks and manage multiple projects simultaneously.
  • Proficiency in Salesforce or similar CRM software.
  • Proven experience in resource allocation, task monitoring, project coordination, or related role.
  • Analytical mindset with the ability to interpret data and generate actionable insights.
    Language: English, (a nice to have any of the following: Spanish, German, French or Dutch)
  • Position type: Full-time.
  • Location: Spain or South Africa.
  • Proactive problem-solving abilities and a commitment to continuous improvement.


Top Employers Institute offers


  • Human centric way of working: flexible working conditions, including the flexibility to work from home or from the office
  • Leadership culture based on trust
  • Plenty of room for initiatives and own responsibility
  • We pay you to pay it forward: we grant you 2 days of paid time off for volunteering for causes you care about
  • We want you to stay with us: you will enjoy a 4-week sabbatical leave paid by the company after 5 years
  • Dynamic and strong international culture (more than 30 nationalities spread over 12 offices all around the world)
  • Fast growing (20% YoY revenue growth) and sustainable company (founded 30 years ago)


Top Employers Institute is an Equal Opportunity Employer. We respect and celebrate each other’s differences. We know that a diverse workforce enhances our success. We are conscious that having the freedom to be yourself is the basis of sustainable growth. To us, it doesn’t matter where you were born, what you believe in, how old you are, what you look like, or who you love. We believe that different perspectives and backgrounds actually lift Top Employers Institute to new heights and increase our way of thinking for a better world of work. Join us, as there is a place for you here!