Contingent Workforce Program Coordinator

Contingent Workforce Program Coordinator

Russell Tobin is seeking a Contingent Workforce Program Coordinator to support a high-growth technology company at the forefront of artificial intelligence.

We are looking for a sharp, detail-oriented coordinator to own the day-to-day operational layer of the contingent workforce program. This person will support worker lifecycle activity, contractor onboarding and offboarding, VMS administration, data accuracy, vendor coordination, and program operations.

You will work closely with the Contingent Workforce Program Manager and partner regularly with People Operations, IT, Finance, staffing partners, and payroll vendors.

• Process contingent worker lifecycle events within the VMS, including worker record creation, work orders, onboarding and offboarding tasks, extensions, assignment updates, profile changes, and vendor transitions.
• Own day-to-day VMS record administration, including new vendor setup and worker record maintenance.
• Coordinate day-one readiness for new contractors, including system access requests, equipment, badge logistics, and manager communications.
• Manage offboarding checklists and confirm appropriate access termination on contractors' final days.
• Support the contractor onboarding experience, including onboarding session logistics, materials distribution, and coordination with People Operations and onboarding teams.
• Manage front-line program requests across shared inboxes, Jira tickets, and Slack.
• Answer routine questions, resolve or appropriately route requests, and maintain timely responses within established service levels.
• Support timesheet, payment, billing, invoice, and purchase order troubleshooting.
• Identify invoice discrepancies, coding issues, or approval gaps and partner with Finance and staffing vendors through resolution.
• Reconcile contractor rosters and worker information across the VMS, Workday, and vendor systems.
• Pull and organize data for recurring program reporting.

• Maintain program documentation, Google Drive organization, internal knowledge resources, intake forms, and templates.
• Administer program communications, including shared inboxes, Google Groups, distribution lists, announcements, recap posts, and Slack channels.
• Support vendor management activities by collecting monthly performance metrics, maintaining program scorecards, scheduling QBRs, and tracking follow-up actions.

• 2+ years of experience in HR operations, staffing/recruiting operations, contingent workforce operations, or program coordination.
• Experience with a VMS or HRIS such as VNDLY, Workday, SAP Fieldglass, Beeline, or a similar platform strongly preferred.
• Strong organizational skills and exceptional attention to detail.
• Ability to manage sensitive worker information with discretion, accuracy, and sound professional judgment.
• Reliable and responsive approach to managing time-sensitive questions and operational requests.
• Strong written and verbal communication skills with the ability to coordinate effectively across multiple teams and external partners.
• Ability to manage multiple deadlines and shifting priorities in a fast-paced environment.
• Strong customer-service mindset and commitment to creating a positive experience for internal stakeholders and contingent workers.
• Proficiency with Google Workspace, including Docs and Sheets, and Slack.
• Interest in using automation and AI tools to improve day-to-day processes.

• Previous staffing industry, MSP, or contingent workforce program experience.
• Hands-on experience with VNDLY, Workday, Fieldglass, or Beeline.
• Experience supporting contractor onboarding and offboarding processes.
• Exposure to timesheets, invoicing, billing, purchase orders, or payment issue resolution.
• Experience with vendor scorecards, program reporting, or Q  coordination.