Jr. Staffing Coordinator

Flex Employee Services; New York (NY); On-site; USD 50,000 - 70,000; Full time

Job summary

Flex Employee Services in the United States is seeking a Junior Staffing Coordinator to support daily staffing and HR operations. The role works closely with the Sr Staffing Manager, recruiting team, consultants, and clients to ensure smooth staffing and a superior consultant experience.

The ideal candidate is organized, detail-oriented, a strong communicator, and capable of handling multiple priorities in a fast-paced environment.

Qualifications

• Bachelor's degree in Human Resources, Business Administration, or related field preferred; equivalent professional experience will be considered.
• Previous staffing and payroll operations or HR experience preferred.
• Understanding of staffing agency operations and consultant lifecycle.
• Familiarity with vendor management systems (VMS) and staffing/HR platforms is a plus.
• Strong organizational skills and meticulous attention to detail.
• Excellent written and verbal communication; ability to work with management, recruiters, consultants, clients, and vendors.
• Proficiency in Microsoft Office, especially Excel, Word, and Outlook.

Responsibilities

• Manage the full consultant lifecycle: onboarding, assignments, payroll coordination, benefits administration, and offboarding.
• Serve as primary contact for consultants for employment-related questions and assignment matters.
• Coordinate consultant placements with recruiting and onboarding teams.
• Oversee onboarding requirements for new consultants with clients.

Skills

Multitasking

Communication

Organizational skills

Problem-solving

Attention to detail

Interpersonal skills

Education

Bachelor's degree in Human Resources or related field

Tools

Vendor Management Systems (VMS)

Microsoft Office (Excel, Word, Outlook)

Job description

We are looking for someone who is dependable, resourceful, professional, and eager to grow within the staffing industry. The successful candidate will be someone who takes initiative, enjoys working with people, understands the importance of accuracy and follow-through, and can confidently manage the administrative and operational responsibilities associated with staffing.

Job Summary

We are seeking a highly organized, detail-oriented, and proactive Junior Staffing Coordinator to support and oversee the daily staffing and human resources operations of our organization. This individual will work closely with the Sr. Staffing Manager/HR Coordinator, recruiting team, consultants, clients to ensure seamless staffing operations and an exceptional consultant experience.

The ideal candidate is a strong multitasker with excellent communication, organizational, and problem-solving skills, capable of managing multiple priorities in a fast-paced staffing environment. This role offers an opportunity to take ownership of key staffing and HR functions while supporting the company's continued growth.

Key Responsibilities

• Manage the full consultant lifecycle, including onboarding, assignments, payroll coordination, benefits administration, and offboarding.
• Serve as a primary point of contact for consultants, addressing employment-related questions, concerns, and assignment matters.
• Collaborate with the recruiting team to coordinate consultant placements, onboarding, and ongoing engagement.
• Manage internal and client-specific onboarding requirements to ensure a smooth transition for new consultants.

Human Resources & Benefits Administration

• Coordinate employee and consultant benefits enrollment, changes, and ongoing administration.
• Maintain accurate and confidential employee and consultant records.
• Assist with HR documentation, employment agreements, personnel files, and compliance-related processes.
• Support HR policies, procedures, and employee-related matters.

Payroll & Financial Operations

• Coordinate and monitor bi-weekly and bi-monthly consultant payroll processing.
• Review timesheets and payroll reports to ensure accuracy and timely processing.
• Work closely with Payroll to ensure accurate and timely payments to consultants.
• Maintain accurate consultant pay rates, bill rates, assignment details, and financial records.
• Assist with payroll reconciliation and resolving payroll discrepancies.
• Navigate client Vendor Management Systems (VMS) to facilitate consultant onboarding, assignment updates, timesheet management, and reporting.
• Prepare and maintain client Statements of Work (SOWs), contract documentation, and change orders.
• Manage third-party vendor relationships, contracts, and onboarding processes.
• Maintain positive working relationships with clients, vendors, and consultants.
• Ensure all client and vendor documentation is accurate and up to date.

Staffing Systems & Reporting

• Maintain the company's internal staffing and consultant management system, ensuring accurate information related to consultants, clients, assignments, projects, billing rates, pay rates, and invoicing.
• Ensure system data flows accurately into payroll, Accounts Payable, and Accounts Receivable processes.
• Prepare and maintain weekly headcount, staffing, and forecasting reports.
• Generate operational reports to support management's staffing and business decisions.
• Identify opportunities to improve administrative processes, reporting accuracy, and operational efficiency.

Qualifications & Skills

• Bachelor's degree in Human Resources, Business Administration, or a related field preferred; equivalent professional experience will be considered.
• Previous experience in staffing, recruiting operations, human resources, payroll, or consultant/vendor management preferred.
• Understanding of staffing agency operations and the consultant lifecycle.
• Familiarity with payroll processing, benefits administration, and HR documentation.
• Experience working with Vendor Management Systems (VMS) and staffing/HR management platforms is a plus.
• Strong organizational skills and exceptional attention to detail.
• Excellent written and verbal communication skills.
• Ability to manage multiple responsibilities and meet deadlines in a fast-paced environment.
• Strong interpersonal skills with the ability to work effectively with management, recruiters, consultants, clients, and vendors.
• Proficiency in Microsoft Office, particularly Excel, Word, and Outlook.

Preferred Qualification

• Bilingual English/Spanish: Ability to read and write in Spanish is a plus and would be beneficial when communicating with consultants..