Operations Coordinator @ headfirst

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.