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Open nowPosted 6 days ago

Operations Coordinator

HeadFirst B.V.49 open roles

Pay
$55,000 – $58,000 a year
Where
Bartlesville, Oklahoma, United States
Work mode
Hybrid
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Your applicationOpen nowOperations CoordinatorHeadFirst B.V. · Bartlesville, Oklahoma, United States

  1. YouYes, apply to this one.

  2. CV RocketCV written for this posting.

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  4. CV RocketApplied on HeadFirst B.V.'s own form.

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The clock on this job

Early applications get read.

13.7% of postings close within 7 days. Measured by our own scanner across the market. HeadFirst B.V. postings stay open a median of 25 days.

Share of postings closed within
  1. 2.2%1 day
  2. 4.7%3 days
  3. 13.7%7 days
  4. 22.1%14 days
  5. 37.8%30 days
  6. 59.1%60 days
This job: posted 6 days ago

HeadFirst B.V. median: 25 days open

The posting

Role Purpose

As an Operations Coordinator, you will be part of a dynamic Program Management Office assigned to a Guidant Global Managed Service Provider client. You will support the end-to-end contingent labor hiring process utilizing a Vendor Management System (VMS). This role requires a self‑motivated individual with strong attention to detail who thrives in a fast‑paced environment.

The Operations Coordinator oversees onboarding, worker lifecycle management, reporting, system updates, mailbox triage, and operational accuracy across Corporate and Refining.

Core Responsibilities

Onboarding & Orientation

  • Monitor assignment start/end dates and contact managers and suppliers to confirm start information.
  • Coordinate all onboarding requirements to ensure compliance with client onboarding policies prior to worker start.
  • Follow up with suppliers and managers to complete outstanding onboarding items.
  • Update client systems with onboarding requirements as needed.
  • Troubleshoot and resolve onboarding-related issues.
  • Manage new worker setups including equipment ordering, badge ordering, and pre‑registration when required.
  • Send first-day instructions and partner with suppliers on compliance.
  • Maintain contractor/contact documentation.

Worker Lifecycle & Data Management

  • Maintain daily, weekly, and monthly reports (Add/Change Report, timesheet management, PMO dashboard considerations).
  • Manage extensions process:
  • Pull weekly reports for workers ending in 45 days.
  • Review manager responses (extend / end / discuss).
  • Enter extensions or closures in Fieldglass.
  • Submit bi‑weekly/monthly extension emails for Corporate and Refining.
  • Enter manager updates in Fieldglass and SAP as needed.
  • Coordinate offboarding and terminations in Fieldglass with Timekeepers.
  • Close workers as needed.
  • Maintain accurate headcount and worker data.

Fieldglass & System Maintenance

  • Add Business Unit and Sub‑Business Unit details to worker profiles (including backlog cleanup).
  • Perform Fieldglass reporting as required.
  • Maintain Vendor Verification Files (VVF).
  • Complete full data extracts from Track/ECM for Timekeepers and Refining SOA; notify TKs when follow-up is needed.
  • Manage PR/PO creation, updates, increases, and cost allocation updates.
  • Process changes such as supervisor changes, rate changes, cost center changes, and project code changes.
  • Support entry of one-off extensions.

Timesheet, SOA & Invoice Support

  • Chase timesheet approvals.
  • Manage invoice-related questions as needed.
  • Support SOA & OLA processes:
  • Maintain SOA/OLA documentation.
  • Implement error reduction and cleanup initiatives.
  • Track SOA outstanding balances.
  • Notify MSP Billing of credits.

Communication & Mailbox Management

  • Monitor Contractor Connect and Timekeeping mailboxes; complete actions or forward appropriately.
  • Communicate with suppliers, managers, Talent Consultants, and internal teams.
  • Assist Talent Consultants with interview coordination when needed.

Other Duties

  • Collaborate cross‑functionally with TCs, HR, IT, and suppliers.
  • Perform other duties assigned by leadership.

Knowledge, Skills, and Competencies

Knowledge & Skills

  • Familiarity with the staffing industry and/or Vendor Management Systems (VMS).
  • Strong Microsoft Office skills, especially Word and Excel (pivot tables, formulas required; PowerPoint preferred).
  • Understanding of contingent workforce processes.
  • Strong organizational, analytical, and communication skills.
  • Ability to troubleshoot system and process issues.
  • Ability to manage multiple priorities in a fast‑paced environment.

Core Competencies

  • Attention to Detail: Ensures accuracy across onboarding, data entry, reporting, and extensions.
  • Process Discipline: Follows standardized workflows and ensures repeatability and consistency.
  • Stakeholder Communication: Communicates updates clearly and professionally with suppliers, managers, HR, and TCs.
  • Critical Thinking: Identifies issues early and applies problem‑solving to correct errors.
  • Time Management: Balances daily tasks, weekly reporting cycles, and urgent actions.
  • Service Orientation: Provides timely, helpful, and proactive support to internal and external partners.
  • Data Integrity Ownership: Maintains clean, accurate, and auditable data in Fieldglass and related systems.

Required Experience

  • 1–3 years of experience in an MSP, PMO, or related staffing operations environment.
  • Experience with VMS platforms (e.g., Fieldglass) strongly preferred.
  • Demonstrated ability to support operational processes and reporting.
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