Contractor Management Specialist

Petroplan; Houston (TX); On-site; USD 70,000 - 90,000; Full time

Job summary

Petroplan is seeking a Contractor Management Specialist to coordinate and oversee the administrative processes for the full lifecycle of contingent workforce engagements for our oil & gas client.

You will support onboarding, assignments, extensions, and offboarding, maintain accurate workforce records in Workday, and serve as the primary resource for contractor inquiries. Collaboration with HR, Procurement, Legal, Finance, and Talent Acquisition is essential.

Qualifications

• Experience in HR operations and contingent workforce administration.
• Familiar with contractor lifecycle management and compliance practices.
• Strong organizational and analytical skills with attention to detail.
• Ability to handle confidential information and meet deadlines in a fast-paced environment.
• Proficiency in Excel and HR information systems.

Responsibilities

• Manage the administrative lifecycle of contingent workers, including onboarding and offboarding.
• Coordinate with hiring managers and stakeholders to process requests and approvals.
• Track contract expirations and maintain current documentation.
• Facilitate onboarding documents, system access requests, and policy compliance.
• Maintain accurate contractor records and support audits and reporting.

Skills

Contractor lifecycle management

HR operations

Vendor coordination

Analytical abilities

Organizational skills

Communication

MS Excel

Problem solving

Stakeholder management

Education

Bachelor's degree in HR, Business Admin, or related field

Tools

Workday

HRIS

MS Office

Job description

Petroplan is recruiting for a Contractor Management Specialist responsible for coordinating and overseeing the administrative processes associated with the full lifecycle of contingent workforce engagements on behalf of our Oil & Gas client. This role ensures contractor activities are managed efficiently and in accordance with established policies, contractual requirements, and applicable regulations.

Working closely with Human Resources, Procurement, Legal, Finance, Talent Acquisition, and business stakeholders, this position supports contractor onboarding, assignment changes, contract extensions, and offboarding. The role also maintains accurate workforce records, facilitates vendor coordination, and serves as a primary resource for contractor-related inquiries and administrative support.

Key Responsibilities

Contractor Lifecycle Administration

• Manage the administrative lifecycle of contingent workers, including high-volume requisitions, onboarding, contract extensions, assignment transfers, and offboarding.
• Coordinate with hiring managers and business stakeholders to process contractor requests and secure necessary approvals.
• Track contract expiration dates, assignment modifications, extensions, and required documentation to ensure records remain current.
• Facilitate onboarding activities, including document collection, system access requests, and completion of required policies and compliance procedures.

Compliance and Risk Management

• Ensure contractor engagements align with established policies, contractual requirements, and applicable employment regulations.
• Maintain accurate contractor documentation and records to support audits, compliance reviews, and internal reporting.
• Identify administrative discrepancies, process inefficiencies, and potential compliance concerns, escalating issues as appropriate.
• Promote consistent application of contractor management procedures and governance practices.

Stakeholder and Vendor Coordination

• Act as a primary point of contact for contractor-related inquiries from hiring managers, contingent workers, staffing agencies, and internal stakeholders.
• Collaborate with HR, Procurement, Legal, Finance, and Talent Acquisition to resolve issues and improve administrative workflows.
• Coordinate with staffing vendors to facilitate onboarding, contract modifications, extensions, and offboarding.
• Communicate process requirements, deadlines, and status updates to ensure effective coordination across all parties.

Workforce Data and Reporting

• Maintain accurate contingent workforce records within Workday and other applicable reporting systems.
• Develop and maintain reports covering contractor headcount, assignment status, contract expirations, extensions, and workforce activity.
• Monitor data accuracy and reconcile discrepancies across internal systems and stakeholder records.
• Provide workforce reporting and administrative insights to support staffing plans, compliance oversight, and operational decisions.

Required Experience and Skills

• Experience in HR operations, contingent workforce administration, contractor management, vendor coordination, or a similar administrative function.
• Working knowledge of HR processes, contractor lifecycle management, and workforce compliance practices.
• Strong organizational, analytical, communication, and problem-solving skills with exceptional attention to detail.
• Ability to manage competing priorities, handle confidential information, and meet deadlines in a fast-paced environment.
• Proficiency in Microsoft Office applications, particularly Excel, and experience working with HR information systems.

Education

• Bachelor's degree in Human Resources, Business Administration, or a related discipline preferred.
• Equivalent relevant professional experience may be considered in lieu of a degree.