Contingent Workforce Coordinator

Contingent Workforce Coordinator
Location: Remote
Job Type: 6+ years of contract
Pay range: $70 -$75/hr
Job Description: CW Program Coordinator
Contingent Workforce Program | Contract Opportunity
Position Overview
We are seeking a detail-oriented, organized, and proactive CW Program Coordinator to support the day-to-day operations of a Contingent Workforce (CW) Program. This role is responsible for managing contingent worker lifecycle activities, maintaining accurate records across workforce management systems, coordinating onboarding and offboarding processes, supporting vendor and finance operations, and ensuring timely responses to requests from contractors, hiring managers, and internal stakeholders.
The coordinator will work closely with the CW Program Manager and collaborate regularly with People Services, IT, Finance, staffing agencies, payroll vendors, and other cross-functional teams to ensure smooth and efficient program operations.
The ideal candidate will have experience in HR operations, staffing or recruiting operations, contingent workforce management, or program coordination. Familiarity with Vendor Management Systems (VMS), Human Resources Information Systems (HRIS), and tools such as VNDLY, Workday, Fieldglass, or Beeline is strongly preferred.
Key Responsibilities
1. Contingent Worker Lifecycle Management
Manage end-to-end contingent worker lifecycle activities within VNDLY, including worker record creation, work orders, assignment updates, extensions, profile changes, onboarding, and offboarding.
Maintain accurate and up-to-date worker records and ensure all required information is entered correctly into the appropriate systems.
Coordinate vendor-to-vendor worker transitions and ensure records are updated appropriately.
Manage VMS record administration, including new vendor setup and records previously handled by People Services.
Ensure worker lifecycle activities are completed within established timelines and follow applicable program procedures.
2. Contractor Onboarding and Offboarding
Coordinate day-one readiness for new contingent workers by arranging system access, equipment, badge requests, and other onboarding requirements.
Communicate with hiring managers, IT, People Services, and other stakeholders to ensure contractors have the resources needed to begin their assignments.
Support the new-hire onboarding (NHO) process for contingent workers, including scheduling sessions, distributing materials, and coordinating with onboarding teams.
Manage offboarding checklists and coordinate the timely removal of system access and return of company equipment when assignments end.
Track outstanding onboarding and offboarding activities and follow up with relevant stakeholders to resolve delays.
3. Request Management and Stakeholder Support
Monitor and manage incoming requests through the contingent workforce inbox, Jira ticket queue, and Slack channels.
Respond to routine questions using the CW Toolkit and established program documentation.
Triage incoming requests, resolve issues within the coordinator's scope, and escalate complex cases with appropriate context.
Track requests and ensure timely responses in accordance with established service-level agreements (SLAs).
Provide professional, customer-focused support to contractors, hiring managers, staffing partners, and internal People team stakeholders.
Identify recurring questions or operational issues and document them to improve future response times and consistency.
4. Timesheet, Billing, and Finance Support
Follow up with contingent workers and managers to address missing, incomplete, or incorrect timesheets.
Conduct initial investigations into payment and billing inquiries by tracing the process from timesheet submission and approval through invoicing and purchase order (PO) processing.
Identify invoice discrepancies, coding errors, and other billing issues in Zip.
Coordinate with Finance, staffing vendors, payroll providers, and internal stakeholders to investigate and resolve discrepancies.
Monitor outstanding issues and maintain clear follow-up records until resolution.
Support accurate and timely billing processes by ensuring relevant documentation and approvals are available.
5. Data Management and Program Reporting
Reconcile contingent worker rosters across VNDLY, Workday, and vendor systems to maintain consistent and accurate records.
Investigate discrepancies in worker data and coordinate corrections with the appropriate stakeholders.
Extract and organize data for monthly program reporting.
Maintain data quality, confidentiality, and appropriate handling of sensitive worker information.
Support the CW Program Manager with operational reports and information needed to monitor program activities.
6. Program Administration and Documentation
Maintain organized program folders and documentation within Google Drive.
Update internal knowledge base content, process documentation, intake forms, templates, and reference materials.
Ensure program resources are accurate, current, accessible, and aligned with established processes.
Administer the contingent workforce inbox, Google Groups, distribution lists, and related communications.
Maintain Slack channels and support the distribution of program announcements, updates, and meeting recaps.
Identify outdated or inconsistent documentation and coordinate updates to improve operational efficiency.
7. Vendor Management Support
Collect monthly vendor performance metrics and consolidate the information for program scorecards.
Coordinate scheduling and logistics for quarterly business reviews (QBRs) with staffing vendors.
Track vendor action items, document progress, and follow up on outstanding commitments.
Maintain organized vendor records and support communication between vendors and internal program stakeholders.
Assist the CW Program Manager with routine vendor administration and reporting activities.
8. Process Improvement and Automation
Identify recurring administrative tasks, workflow gaps, and operational inefficiencies.
Recommend opportunities to streamline processes and improve data accuracy and turnaround times.
Demonstrate an interest in using automation and AI-powered tools to improve routine workflows, reporting, documentation, and request management.
Contribute to maintaining consistent processes and a positive experience for contingent workers and internal stakeholders.
Required Qualifications
At least 2 years of experience in HR operations, staffing or recruiting operations, contingent workforce coordination, or program coordination.
Experience managing administrative workflows, employee or contractor records, onboarding activities, or other workforce-related processes.
Strong organizational skills and attention to detail, particularly when handling sensitive worker data and time-critical tasks.
Excellent written and verbal communication skills.
Ability to manage multiple requests, competing priorities, and deadlines in a fast-paced environment.
Strong customer service skills and the ability to work effectively with internal teams, contractors, vendors, and management.
Sound judgment and discretion when handling confidential information related to workers, compensation, performance, and compliance.
Ability to investigate routine issues, determine appropriate next steps, and escalate complex matters with clear supporting information.
Proficiency in Google Workspace, particularly Google Docs and Sheets, and Slack.
Preferred Qualifications
Experience with a Vendor Management System (VMS) or Human Resources Information System (HRIS), such as:
VNDLY
Workday
SAP Fieldglass
Beeline
Previous experience supporting a contingent workforce program or working for a staffing agency.
Familiarity with timesheet management, payroll inquiries, invoicing, purchase orders, and vendor billing processes.

Work arrangement
Yes