VMS Operations Coordinator

The Opportunity

The VMS Operations Coordinator supports the accounting function by accepting and reviewing contractor expenses and payroll feeds; addresses and resolves most common and typical exceptions and errors; ensures contractors are paid in a timely manner; escalates more complex or high‑risk issues to the Team Lead, VMS Operations. The role requires a high level of attention to detail, acts with urgency, and communicates and escalates appropriately within the team and across departments.

• Monitors and co‑ordinates daily timesheet feed and exception lists with the accounting department.
• Monitors and co‑ordinates expense feeds and exception lists with the accounting department.
• Utilises the Transaction Statistic Report to proactively identify missing transactions/timesheets to avoid late or missed contractor payments.
• Engages with consultants via telephone/email regarding “Missing Timesheets”.
• Manages exceptions with the appropriate Client Services team for work order approval.
• Escalates missed or delayed payments for high‑risk or temp workers and manages approval of early or expedited payments.
• Audits and corrects data discrepancies/mismatches between VMS tool and FBO system identified through Zipper.
• Aligns data in FBO to match the Client VMS.
• Coordinates with Client to align VMS and FBO rates to an accurate level.
• Identifies ongoing Zipper/Feed issues for technical resolution with Operations Manager.
• Identifies trends across VMS feeds with changes, outages, system or timing changes due to VMS upgrades.
• Investigates and resolves transactional problems in conjunction with the affected stakeholder(s) and the accounting department.
• Investigates and resolves pay and bill discrepancies using the monthly A/R Report with the accounting department.
• Utilises timesheet report in FBO to pull missing timesheets and send out weekly timesheet reminders to contractors to ensure on‑time timesheet submission.
• Investigates and resolves transactions from the Negative Margin Report that require investigation and ensures vacation pay has been properly calculated and applied.

• 2 years previous industry‑specific experience, or comparable work experience, in a customer service or sales support role.
• Fully knowledgeable on invoice/billing and payment procedures and systems.
• Post‑secondary education in a field aligned with the work.
• Intermediate knowledge of Microsoft Office applications, specifically MS Excel, Word, and Outlook.
• Demonstrated ability to handle pressure in a calm manner and deal with all various levels of internal and external clients.
• Demonstrated ability to handle confidential and proprietary information.

• Belonging & Impact:
  An inclusive, collaborative culture where your ideas are valued and make a real impact.
• Balanced Work Model: A modern hybrid work model that supports productivity and personal flexibility.
• Work From Where You Thrive:
  Remote‑work program lets you temporarily work from another approved location for up to two weeks per year, keeping you connected wherever life takes you.
• Competitive Compensation:
  Compensation designed to remain competitive within the industry.
• Time to Recharge:
  Generous vacation and sick‑day policies.
• Health & Well‑Being:
  Comprehensive health benefits, mental health resources, and preferred pricing on various perks through third‑party providers.
• Set up for Success:
  Access to the tools and tech you need to succeed plus an IT equipment stipend.
• Community &
  
  Purpose:
  
  Opportunities to get involved in innovation challenges, charity initiatives, team & corporate events, and company celebrations.

At Procom we are committed to fostering an inclusive and accessible culture where everyone feels valued, respected, and supported. If you require an accommodation for the recruitment/interview process, please let us know and we will work with you to meet your needs.

The salary range for this position is $44,000 - $55,000.