Contingent Workforce Program Coordinator

Location and Work Type

San Francisco preferred; Seattle or New York also considered. Hybrid role with approximately 25% onsite preferred.

About the Role

Russell Tobin is seeking a Contingent Workforce Program Coordinator to support a high-growth technology company at the forefront of artificial intelligence. This role requires a sharp, detail-oriented coordinator to own the day-to-day operational layer of the contingent workforce program, including worker lifecycle management, VMS administration, and cross-functional coordination.

Responsibilities

• Worker Operations:
  • 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.
• Program Administration:
  • 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.

Requirements

• 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 (Docs and Sheets) and Slack.
• Interest in using automation and AI tools to improve day-to-day processes.

Nice to Have

• 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 QBR coordination.

Pay

$60–$75/hour

Contract

12-month W2 contract