Contingent Workforce Program Coordinator

Russell Tobin; San Francisco (CA); Hybrid; USD 171,924,000 - 214,906,000; Full time

Job summary

Russell Tobin is seeking a Contingent Workforce Program Coordinator to support a high-growth technology company at the forefront of artificial intelligence. This hybrid role focuses on the day-to-day operational layer of the contingent workforce program, including onboarding/offboarding, VMS administration, data accuracy, and vendor coordination.

You will partner with People Operations, IT, Finance, staffing partners, and payroll vendors to ensure smooth worker lifecycle management and program

Qualifications

• 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.
• Strong organizational skills and exceptional attention to detail.

Responsibilities

• Process contingent worker lifecycle events in the VMS, including onboarding/offboarding, extensions, and vendor transitions.
• Own day-to-day VMS record administration and new vendor setup.
• Coordinate day-one readiness for contractors, including system access and equipment.
• Manage onboarding/offboarding logistics and communications with People Operations.
• Handle timesheet, payment, billing, invoices, and purchase orders troubleshooting.
• Reconcile rosters across VMS, Workday, and vendor systems and pull data for reports.

Skills

HR operations

VMS experience

Google Workspace

Slack

Attention to detail

Time management

Communication skills

Cross-functional collaboration

Tools

VNDLY

Workday

SAP Fieldglass

Beeline

Job description

Location: San Francisco preferred; Seattle or New York also considered
Work Type: Hybrid | Approximately 25% onsite preferred
Contract: 12-month W2 contract
Pay: $60-$75/hour
Interview Process: 3 rounds

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.

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.

What You’ll Do

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.

What We’re Looking For

• 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.

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.

Russell Tobin offers eligible employee’s comprehensive healthcare coverage (medical, dental, and vision plans), supplemental coverage (accident insurance, critical illness insurance and hospital indemnity), 401(k)-retirement savings, life & disability insurance, an employee assistance program, legal support, auto, home insurance, pet insurance and employee discounts with preferred vendors.

Equal Employment Opportunity

Russell Tobin is an equal opportunity employer. We do not discriminate on the basis of the race, religious creed, color, national origin, ancestry, physical disability, mental disability, reproductive health decision making, medical condition, genetic information, marital status, sex, gender, gender identity, gender expression, age, sexual orientation, veteran or military status, or any other characteristic protected by applicable federal, state, or local law.

Fair Chance Employment Russell Tobinis a Fair Chance employer. We consider all qualified applicants, including those with criminal histories, in a manner consistent with applicable state and local Fair Chance laws and ordinances, including, the California Fair Chance Act and all applicable local Fair Chance ordinances.

Accommodations We are committed to providing reasonable accommodations to applicants and employees with disabilities. If you require a reasonable accommodation to participate in the application or interview process, or to perform the essential functions of this role, please contact us.

Only applicable for San Francisco Candidates

Under the San Francisco Lactation in the Workplace Ordinance, we will provide written notice of lactation accommodation rights, and this notice will automatically be given upon hiring, any inquiry of parental leave or lactation accommodation.

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