Operations Coordinator

Key Responsibilities:

Requisition creation and management

\u0009 Broadcast job posting/requisition.

\u0009 Create/assist the hiring manager in creating requisitions and entering them into the VMS tool.

\u0009 Coordinate and schedule interviews.

\u0009 Confirm assignment logistics between the hiring manager and the contractor (start and end dates,

work hours, location, rates, and hours)

\u0009 Work order creation and management.

\u0009 Ensure work order is approved by the manager, accepted by the supplier, activated and the

contractor has registered.

\u0009 Create work order revisions for changes to ensure data integrity with respect to the manager, cost

code, rates, tenure discount, etc.

\u0009 Monitor work order end dates, obtain manager response then end or extend the workorder as

appropriate

\u0009 Track PO spend and tenure limitations. Notify the manager and take action. Complete and/or act

upon data integrity audit findings.

On-boarding and off-boarding Contractors

\u0009 Ensure all related contractor on-boarding and off-boarding compliance documentation is

executed in a timely manner and maintained in accordance with contract provisions.

\u0009 Timesheet and expense management Ensure timely approval of all time and expense-related

documents. Follow-up with managers and suppliers as necessary.

Audit work orders and time/expense documents for accurate invoicing information.

\u0009 Correct work orders and time/expense items as necessary.

\u0009 Complete invoicing related tasks in a timely manner to ensure prompt billing (for example, time

file uploads, Peoplesoft invoicing errors, etc.)

\u0009 Facilitate processes and discussions related to invoice adjustments and miscellaneous

invoices/payment requests.

Client, Program, and Supplier Management

\u0009 Ensure critical metrics and SLA objectives are met by taking an active role in continuous

improvement and service delivery.

\u0009 Build customer and supplier relationships through professional rapport, consistent follow-up, and

maintaining contact and ongoing communication.

\u0009 Enthusiastically identify service delivery issues and provide appropriate and timely solutions.

\u0009 Conduct just-in-time training to Suppliers and Hiring Managers when resolving issues.

\u0009 Act as a liaison with Suppliers and Hiring Managers to resolve daily operational issues. Bring up as

appropriate.

\u0009 Act as the first critical issue point for the program team as it relates to Shared Services issues,

invoice research/resolution issues, data integrity issues, etc.

Profile Worker Management

\u0009 Data Entry of Contractors into the handling system

\u0009 Enter data.

\u0009 Maintain e-files with all correspondence forms applicable to an order to activate deactivate and

extend a Contingent worker.

\u0009 Ensure documentation and administration is completed in a timely fashion.

\u0009 Audit IDM data monthly and act upon data integrity and audit findings.

\u0009 Act as a liaison with Suppliers and Hiring Managers to resolve IDM program-related issues daily.

Bring up as appropriate.

\u0009 Troubleshoot and identify errors or discrepancies in the IDM management tool that are not

progressing and resolve the issues.

PRID Management -

\u0009 IDM Mailbox Management

\u0009 IDM Data Integrity and Data Audits

Data Integrity:

\u0009 12-month Assignment date

\u0009 Review and resolve duplicate records

\u0009 Review and resolve missing credentials (PRIDS, OSP ID, emails etc.)

About you

\u0009 1-2 years of experience in Recruiting, Technology Customer Service or Service Support

\u0009 Intermediate proficiency in Excel

\u0009 Familiar with Web-based/VMS/ATS technology (examples may include: Fieldglass, IQN, Ariba

Sourcing, Ariba Buyer, Oracle, SAP, Peoplesoft, HRIS, Workday, Coupa, Taleo)

\u0009 High School Diploma or equivalent work experience.

\u0009 Abilities applicable to all levels

\u0009 Organization: Can handle multiple situations effectively. Multitask, proactive follow-up, acts with

a sense of urgency, has attention to detail. Understands and is able to maintain good written

instructions/documentation for all work.

\u0009 Knows what needs to be done and does it without being asked. Self-motivated, gets the job done,

willing to really commit, able willing to work independently. Owns their workload.

\u0009 Effective communication that is spoken, written, and includes listening. Customer service

approach, effective at all levels of an organization, able to guide customers and suppliers,

consultative interaction with clients, can handle the difficult conversation.

\u0009 Ability to see interrelationships of data/ideas. Can assess a candidate against criteria, use of

program data to educate customer, supplier and inspire change

\u0009 Builds and maintains strong relationships. Builds strong relationship with client, suppliers, and

internally, mentors suppliers, able to the solution, challenges status quo