Resource Coordinator

Job Title:
Resource Coordinator

Duration: 1 Year

Location:
Swanley

A Resource Coordinator plays a pivotal role in ensuring the seamless coordination of project staffing and office operations. Responsible for the buying and coordinating of all Third-Party Worker requirements, managing professional & technical roles and contingent labour services to support all project needs. The role spans candidate sourcing, contractor compliance, and administrative support, all aimed at enabling efficient project delivery and maintaining operational excellence within the Swanley office.

Core Responsibilities

1.Candidate & Contractor Sourcing

• Sourcing via Preferred Suppliers List (PSL):
  
  Ensuring all agency hires are made through approved vendors, maintaining compliance and cost control.

• Project-Based Sourcing:
  
  Coordinating staffing for midweek, weekend, and commissioning projects—likely requiring flexibility and quick turnaround.

• Forecasting Resource Demand:
  
  Working closely with project teams to anticipate staffing needs, which helps avoid delays and ensures smooth project execution.

2.Contractor Management & Compliance

• Confirmation & Coordination:
  
  Verifying selections with both internal teams and external suppliers to ensure alignment.

• Maintaining Commissioning Spreadsheets:
  
  Keeping detailed records of contractor assignments, likely for tracking, reporting, and audit purposes.

• Requisition to Pay Process:
  
  Ensuring all contractors have valid rate agreements, purchase orders, which is crucial for financial tracking and payment.

• Rate Card Adherence:
  
  Making sure contractor rates align with agreed terms—important for budget control.

• IR35 Compliance:
  
  Ensuring all contractors are assessed correctly under IR35 legislation, which affects tax and employment status.

• Account management:
  Managing the communication and KPI’s of Tier 2 suppliers ensuring that up to date on procedures, providing suitable resources, issuing performance feedback & keeping up to date on supplier contacts etc

3.Data Integrity & Auditing

• Internal Audits:
  
  Reviewing data held by the central resourcing team to ensure accuracy and compliance.

• Inbox Management:
  
  Monitoring shared inboxes to ensure timely responses to queries and requests.

4.Training & Certification

• Booking Courses:
  
  Coordinating with suppliers and contractors to ensure certifications are up to date—important for safety and legal compliance.

• Compliance:
  Ensuring all third-party workers meet the expectations of the hiring manager from day one of their employment

5. Office & Administration Support

• Reception Cover:
  
  Stepping in to support front-of-house duties when needed.

• General Admin:
  
  Supporting the Swanley office with day-to-day administrative tasks.

• PPE Ordering:
  
  Managing personal protective equipment for permanent staff—ensuring safety and readiness.

What You’ll Need to Succeed

• Minimum 1 years’ experience in sourcing and procuring agency staff for technical, professional, and contingent labour roles — ideally within the railway or infrastructure sector.

• Proven ability tobuild and maintain strong relationships with internal stakeholders and external suppliers, sharing best practices across the business.

• Excellent organisational and multitasking skills, with the ability to manage competing priorities effectively.

• Demonstrated success in delivering contractor resourcing solutions, particularly for projects.

• Capable of working independently with minimal supervision, while also contributing to a collaborative team environment.

• Proficient in Microsoft Excel and Word, with strong attention to detail in data handling and reporting.

• A flexible, proactive mindset with awillingness to learn and adaptin a fast-paced environment.