HeadFirst Group→
Operations Coordinator at HeadFirst Group in Bartlesville, OK
Job Description
Role Purpose
As an Operations Coordinator, you will be part of a dynamic Program Management Office assigned to a Guidant Global Managed Service Provider client. You will support the end-to-end contingent labor hiring process utilizing a Vendor Management System (VMS). This role requires a self‑motivated individual with strong attention to detail who thrives in a fast‑paced environment.
The Operations Coordinator oversees onboarding, worker lifecycle management, reporting, system updates, mailbox triage, and operational accuracy across Corporate and Refining.
Core Responsibilities
Onboarding & Orientation
Monitor assignment start/end dates and contact managers and suppliers to confirm start information.
Coordinate all onboarding requirements to ensure compliance with client onboarding policies prior to worker start.
Follow up with suppliers and managers to complete outstanding onboarding items.
Update client systems with onboarding requirements as needed.
Troubleshoot and resolve onboarding-related issues.
Manage new worker setups including equipment ordering, badge ordering, and pre‑registration when required.
Send first-day instructions and partner with suppliers on compliance.
Maintain contractor/contact documentation.
Worker Lifecycle & Data Management
Maintain daily, weekly, and monthly reports (Add/Change Report, timesheet management, PMO dashboard considerations).
Manage extensions process:
Pull weekly reports for workers ending in 45 days.
Review manager responses (extend / end / discuss).
Enter extensions or closures in Fieldglass.
Submit bi‑weekly/monthly extension emails for Corporate and Refining.
Enter manager updates in Fieldglass and SAP as needed.
Coordinate offboarding and terminations in Fieldglass with Timekeepers.
Close workers as needed.
Maintain accurate headcount and worker data.
Fieldglass & System Maintenance
Add Business Unit and Sub‑Business Unit details to worker profiles (including backlog cleanup).
Perform Fieldglass reporting as required.
Maintain Vendor Verification Files (VVF).
Complete full data extracts from Track/ECM for Timekeepers and Refining SOA; notify TKs when follow-up is needed.
Manage PR/PO creation, updates, increases, and cost allocation updates.
Process changes such as supervisor changes, rate changes, cost center changes, and project code changes.
Support entry of one-off extensions.
Timesheet, SOA & Invoice Support
Chase timesheet approvals.
Manage invoice-related questions as needed.
Support SOA & OLA processes:
Maintain SOA/OLA documentation.
Implement error reduction and cleanup initiatives.
Track SOA outstanding balances.
Notify MSP Billing of credits.
Communication & Mailbox Management
Monitor Contractor Connect and Timekeeping mailboxes; complete actions or forward appropriately.
Communicate with suppliers, managers, Talent Consultants, and internal teams.
Assist Talent Consultants with interview coordination when needed.
Other Duties
Collaborate cross‑functionally with TCs, HR, IT, and suppliers.
Perform other duties assigned by leadership.
Knowledge, Skills, and Competencies
Knowledge & Skills
Familiarity with the staffing industry and/or Vendor Management Systems (VMS).
Strong Microsoft Office skills, especially Word and Excel (pivot tables, formulas required; PowerPoint preferred).
Understanding of contingent workforce processes.
Strong organizational, analytical, and communication skills.
Ability to troubleshoot system and process issues.
Ability to manage multiple priorities in a fast‑paced environment.
Core Competencies
Attention to Detail: Ensures accuracy across onboarding, data entry, reporting, and extensions.
Process Discipline: Follows standardized workflows and ensures repeatability and consistency.
Stakeholder Communication: Communicates updates clearly and professionally with suppliers, managers, HR, and TCs.
Critical Thinking: Identifies issues early and applies problem‑solving to correct errors.
Time Management: Balances daily tasks, weekly reporting cycles, and urgent actions.
Service Orientation: Provides timely, helpful, and proactive support to internal and external partners.
Data Integrity Ownership: Maintains clean, accurate, and auditable data in Fieldglass and related systems.
Required Experience
1–3 years of experience in an MSP, PMO, or related staffing operations environment.
Experience with VMS platforms (e.g., Fieldglass) strongly preferred.
Demonstrated ability to support operational processes and reporting.