Workforce Operations Coordinator

Global Guardian, LLC; Illinois; On-site; USD 50,000 - 70,000; Full time

Job summary

Global Guardian is seeking a Workforce Operations Coordinator to accurately track employee timekeeping across multi-site field operations. This role links Operations, HR, and Finance to ensure timely labor reporting and client invoicing in compliance with policy.

Responsibilities include configuring time-tracking, reconciling timesheets, generating labor reports, and supporting payroll processes while safeguarding confidential data in a fast-paced environment.

Qualifications

• Associate degree preferred; equivalent experience considered.
• 1–3 years in workforce administration, payroll support, operations coordination, or office management.
• Experience with timekeeping, workforce management, payroll, or ERP systems preferred.
• Strong data accuracy and ability to handle confidential information.

Responsibilities

• Configure and administer time-tracking for client programs.
• Review, validate, and reconcile timesheets for accuracy.
• Monitor daily/weekly labor hours, overtime, breaks, and attendance.
• Investigate and resolve timekeeping discrepancies with employees and security management.
• Ensure timely payroll approvals and support payroll processes.
• Generate recurring labor reports and analytics within HRIS.
• Provide management with labor forecasts and staffing insights.
• Maintain accurate employee, labor, and operational records.

Skills

Analytical skills

Attention to detail

Time management

Communication

Discretion / confidentiality

Organizational skills

Independent & collaborative

Education

Associate degree or equivalent

Tools

Timekeeping software

HRIS / ERP systems

Job description

Global Guardian protects and delivers employees and families from political, environmental, and bad actor threats worldwide. We are a leading provider of emergency medical and security solutions for corporations and individuals. Our 24/7 Operations Centers in McLean, VA, and Charlotte, NC, identify, monitor, and respond to threats and emergencies with on-the-ground teams in over 100 countries. Our world-class professionals have extensive intelligence community experience, military special operations, and federal law enforcement. Founded over ten years ago by a Delta Force Sergeant Major and an Army Special Forces Colonel, we are a values-based organization focusing on a camaraderie, service, and excellence culture. We have managed crises in the worst environments in the world, and we know how to act fast to provide unmatched service for our clients. Global Guardian is an investor-backed, high-growth company that offers employees growth opportunities within the organization.

Position Summary and Objective

The Workforce Operations Coordinator is an administrative role responsible for accurately and promptly tracking employee timekeeping across multi-site field operations. This role serves as a critical link between Operations, Human Resources, and Finance & Accounting to oversee timekeeping administration, labor tracking, workforce reporting, and operational record management in accordance with company policies and regulatory requirements. As the organization scales full-time and part-time field personnel, this role ensures time and attendance data is captured consistently, reconciled against contractual staffing requirements, and delivered on schedule to support accurate client invoices. Success in this role requires strong attention to details, organizational skills, and the ability to manage multiple priorities in a fast-paced environment.

Essential Functions and Responsibilities

Time Tracking & Management

• Administer and configure employee time-tracking for dedicated client programs.
• Review, validate, and reconcile employee timesheets in accordance with the published schedules and applicable tracking methods used for the program for accuracy and completeness.
• Monitor daily and weekly labor hours, tracking correct overtime and applicable breaks, leave balances, and attendance records.
• Investigate and resolve timekeeping discrepancies with employees and field security management, as needed.

Payroll Support & Reporting

• Ensure all timesheets are approved promptly in alignment with company payroll schedule.
• Collaborate with Human Resources as needed to resolve any payroll discrepancies before final submission of payroll.
• Compile hourly data into invoicing hour reports for use in client billing and internal financial reconciliation.
• Complete post-payroll reconciliation, confirming alignment of hours worked with hours paid.

Labor & Workforce Analytics

• Generate recurring labor reports and workforce utilization metrics within the HRIS in accordance with established deadlines.
• Track labor costs, productivity trends, overtime usage, and staffing requirements.
• Analyze workforce data and identify potential inefficiencies or compliance concerns.
• Provide management with labor forecasts, staffing reports, and operational insights.
• Support budgeting and workforce planning initiatives through labor reporting.

Administrative & Operational Support

• Maintain accurate employee, labor, and operational records within organizational databases and operational tracking tools.
• Assist Finance with month-end and billing-cycle reconciliation related to hourly labor.
• Maintain communication between Operations, Human Resources, Finance & Accounting, and other departments as needed.
• Support the development and refinement of time tracking procedures as the operating model matures.
• Perform other support duties, as needed.

Competencies and Attributes

• Strong analytical and problem-solving capabilities.
• Exceptional attention to detail and data accuracy.
• Excellent organizational and time-management skills.
• Ability to handle confidential information with discretion.
• Strong written and verbal communication skills.
• Ability to work independently and collaboratively across multiple departments.
• Ability to manage competing priorities and meet established deadlines.

Qualifications and Education

• Associate's degree in Business Administration, Human Resources, Accounting, Finance, Operations Management, or a related field preferred.
• Equivalent combination of education and relevant experience may be considered.
• 1-3 years of experience in workforce administration, payroll support, operations coordination, human resources administration, or office management.
• Experience working with timekeeping, workforce management, payroll, or ERP systems preferred.
• Experience with labor-hour tracking and reporting strongly preferred.

Position Type and Schedule

• This is a full-time position located in McLean, VA.
• Salaried, exempt professional.
• Salary range: $50,000 - $70,000 annually, dependent upon experience.

Work Environment and Physical Demands

Reasonable accommodation requires the physical and mental capacity to perform all essential functions effectively. In addition to other demands, the demands of the job include:

• Exposure to stressful situations, such as challenging individuals or high-alert security issues.
• Exposure to sensitive and confidential information.
• Regular computer usage.
• Frequent sitting and standing.

Global Guardian Values

• We are hyper-responsive
• We find a way to "yes"
• We do what we say
• We work as a team

Equal Opportunity Employer Statement

Global Guardian is an equal opportunity employer. It is the policy of the Company to provide equal employment opportunities to all qualified applicants without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, age, protected veteran, disabled status, or genetic information. If you need reasonable accommodation regarding the application process, do not hesitate to contact [e-mail].