Operations Coordinator

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.