Role Purpose As an Operations Coordinator, you will be part of a dynamic Program Management Office assigned to a Guidant Global Managed Service Provider client. You will support the end-to-end contingent labor hiring process utilizing a Vendor Management System (VMS). This role requires a self‑motivated individual with strong attention to detail who thrives in a fast‑paced environment. The Operations Coordinator oversees onboarding, worker lifecycle management, reporting, system updates, mailbox triage, and operational accuracy across Corporate and Refining. Core Responsibilities Onboarding & Orientation
- Monitor assignment start/end dates and contact managers and suppliers to confirm start information.
- Coordinate all onboarding requirements to ensure compliance with client onboarding policies prior to worker start.
- Follow up with suppliers and managers to complete outstanding onboarding items.
- Update client systems with onboarding requirements as needed.
- Troubleshoot and resolve onboarding-related issues.
- Manage new worker setups including equipment ordering, badge ordering, and pre‑registration when required.
- Send first-day instructions and partner with suppliers on compliance.
- Maintain contractor/contact documentation.
Worker Lifecycle & Data Management
- Maintain daily, weekly, and monthly reports (Add/Change Report, timesheet management, PMO dashboard considerations).
- Manage extensions process:
- Pull weekly reports for workers ending in 45 days.
- Review manager responses (extend / end / discuss).
- Enter extensions or closures in Fieldglass.
- Submit bi‑weekly/monthly extension emails for Corporate and Refining.
- Enter manager updates in Fieldglass and SAP as needed.
- Coordinate offboarding and terminations in Fieldglass with Timekeepers.
- Close workers as needed.
- Maintain accurate headcount and worker data.
Fieldglass & System Maintenance
- Add Business Unit and Sub‑Business Unit details to worker profiles (including backlog cleanup).
- Perform Fieldglass reporting as required.
- Maintain Vendor Verification Files (VVF).
- Complete full data extracts from Track/ECM for Timekeepers and Refining SOA; notify TKs when follow-up is needed.
- Manage PR/PO creation, updates, increases, and cost allocation updates.
- Process changes such as supervisor changes, rate changes, cost center changes, and project code changes.
- Support entry of one-off extensions.
Timesheet, SOA & Invoice Support
- Chase timesheet approvals.
- Manage invoice-related questions as needed.
- Support SOA & OLA processes:
- Maintain SOA/OLA documentation.
- Implement error reduction and cleanup initiatives.
- Track SOA outstanding balances.
- Notify MSP Billing of credits.
Communication & Mailbox Management
- Monitor Contractor Connect and Timekeeping mailboxes; complete actions or forward appropriately.
- Communicate with suppliers, managers, Talent Consultants, and internal teams.
- Assist Talent Consultants with interview coordination when needed.
Other Duties
- Collaborate cross‑functionally with TCs, HR, IT, and suppliers.
- Perform other duties assigned by leadership.
Knowledge, Skills, and Competencies Knowledge & Skills
- Familiarity with the staffing industry and/or Vendor Management Systems (VMS).
- Strong Microsoft Office skills, especially Word and Excel (pivot tables, formulas required; PowerPoint preferred).
- Understanding of contingent workforce processes.
- Strong organizational, analytical, and communication skills.
- Ability to troubleshoot system and process issues.
- Ability to manage multiple priorities in a fast‑paced environment.
Core Competencies
- Attention to Detail: Ensures accuracy across onboarding, data entry, reporting, and extensions.
- Process Discipline: Follows standardized workflows and ensures repeatability and consistency.
- Stakeholder Communication: Communicates updates clearly and professionally with suppliers, managers, HR, and TCs.
- Critical Thinking: Identifies issues early and applies problem‑solving to correct errors.
- Time Management: Balances daily tasks, weekly reporting cycles, and urgent actions.
- Service Orientation: Provides timely, helpful, and proactive support to internal and external partners.
- Data Integrity Ownership: Maintains clean, accurate, and auditable data in Fieldglass and related systems.
Required Experience
- 1–3 years of experience in an MSP, PMO, or related staffing operations environment.
- Experience with VMS platforms (e.g., Fieldglass) strongly preferred.
- Demonstrated ability to support operational processes and reporting.