Operations Coordinator
At Vertage · Bartlesville, Oklahoma, United States; Houston, Texas, United States
Salary: US$55,000–58,000 a year
- Operations
- Full-time
See how well you match Match me reads your CV and picks the jobs that suit you best.
Get jobs like this within hours Radar emails you new jobs open to you within hours of us finding them, before most people see them.
Where you’ll work
Hybrid, based in Houston
“Bartlesville, Oklahoma, United States”
From the location.
“Houston, Texas, United States”
From the location.
The job board lists it as hybrid.
Hybrid means some days in the office. The listing says how many, and where.
Report a mistake
- Posted
- 4 November 2026
- First seen by us
- 10 November 2026
- Last checked
- 8 hours ago
Job description
From Vertage’s job post, as they wrote it.
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.
Read the full description
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.
Operations CoordinatorVertage
Apply on Vertage (opens in a new tab)Get jobs like this by email
Once a week, we email the new remote jobs open where you live, each with the line that proves it. Every email has a one-click unsubscribe.
