Project Coordinator

About the Role

The Contractor Workforce Coordinator will oversee and coordinate the growing contingent contractor workforce. This role is responsible for maintaining accurate workforce records, coordinating with Approved Service Providers (ASPs), and ensuring contractors are properly scheduled, trained, and accounted for. The position serves as the central point of contact for contractor administration and workforce coordination.

Key Responsibilities

• Manage the day-to-day administration and coordination of the company's contractor workforce.
• Maintain accurate contractor records, including attendance, training, certifications, assignments, and other required documentation.
• Coordinate with ASP/staffing companies regarding contractor needs, availability, schedules, and workforce requirements.
• Communicate forecasted contractor usage and upcoming workforce requirements to ASP partners.
• Coordinate contractor start dates, assignments, schedules, transfers, extensions, and end dates.
• Monitor contractor attendance and work with ASP partners and internal teams to address attendance issues.
• Track required training and ensure contractors remain current on all applicable training and certifications.
• Maintain accurate workforce reports and provide regular updates on contractor headcount, attendance, training status, and upcoming needs.
• Work closely with Operations, Project Management, Safety, Training, and other internal stakeholders to ensure contractor requirements are met.
• Help forecast future contractor requirements based on business needs and operational schedules.
• Coordinate with ASPs to ensure adequate staffing levels are available to meet forecasted demand.
• Identify gaps, discrepancies, or compliance issues related to the contractor workforce and work with the appropriate parties to resolve them.
• Establish and maintain consistent processes for onboarding, tracking, scheduling, and offboarding contractors.
• Serve as the primary internal resource for questions and issues related to contractor workforce administration.
• Develop and maintain dashboards, spreadsheets, reports, or other tools necessary to effectively manage the contractor population.
• Ensure contractor information is maintained accurately and in accordance with company policies and applicable requirements.

Requirements & Tech Stack

• 0 + to 3 years of experience coordinating or managing contractors, contingent workers, staffing programs, or an outsourced workforce.
• Experience working directly with staffing agencies, ASPs, vendors, or contractor service providers.
• Strong organizational skills and the ability to manage a large volume of employee/contractor information.
• Experience tracking attendance, training, certifications, schedules, or other workforce-related data.
• Strong communication and relationship-management skills.
• Ability to coordinate multiple priorities and work with several internal departments and external partners.
• Strong attention to detail and follow-through.
• Proficiency with Microsoft Excel and other workforce management or HR systems.
• Ability to analyze workforce data and communicate trends, gaps, and upcoming staffing needs.
• Experience working in a fast-paced operational environment is preferred.

Qualifications

• Bilingual (Mandarin) is preferred.