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.