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Field Operations Coordinator

2 months ago

Edwardsville, Illinois, United States Aerotek Full time

Job Summary:

The Business Operations Associate will play a critical role in ensuring the seamless execution of our business operations. This individual will be responsible for providing exceptional customer support, managing onboarding processes, and maintaining general office operations.

Key Responsibilities:

  • Client Onboarding:
    • Ensure client pre-employment requirements are met, including forms, policies, and documents.
    • Manage client requirements for the onboarding packet, including authorization forms, drug tests, and background checks.
    • Update the Candidate Tracker with contractor data until the candidate is cleared to start.
  • Contractor Onboarding:
    • Provide world-class customer service to ensure a quality candidate experience.
    • Receive and review onboarding triggers, ensuring accurate and timely entry of candidate data and onboarding process updates.
    • Document all candidate/contractor touchpoints and communicate updates in a timely manner.
    • Coordinate contractor orientations, I9s, and other onboarding requirements within the local field office.
    • Provide pre-employment documents and screen requirements to the candidate for review and signature.
    • Emphasize the importance of Direct Deposit or electronic deposit and CashPay to all contractors and clients.
    • Assist with contractor training and certification requirements.
    • Attend office digital red zones to communicate onboarding statuses as needed.
    • Enter and manage background, drug testing, and medical screening processes for contractors.
    • Manage contractor compliance with key E-Verify requirements, including expired documents and compliance.
    • Ensure all potential contract employees adhere to pre-employment screen guidelines and are removed from the process if they are not compliant.
    • Manage the HR folder process to ensure onboarding paperwork is completed in a timely manner.
  • Lifecycle Management and Operational Support:
    • Serve as the primary contact for contractor questions and facilitate communication to the center through Cases to resolve payroll and invoicing issues.
    • Partner with the center through Cases to update contractor records for address updates, direct deposit changes, and other requests.
    • Manage the processing of live paychecks.
    • Manage contractor travel booking requests.
    • Direct unemployment filing questions and workers' compensation inquiries to the proper teams for resolution.
    • Provide outstanding front office customer service, including telephone and reception area support.
    • Order, maintain, and organize all office supplies, manage mailing and shipments, and file and maintain office paperwork and office directory.
    • In partnership with FOS, manage office purchasing (P-card reconciliation) and vendor management (copier maintenance, kitchen appliance service, etc.).
    • Serve as the point of contact for real estate communications, supporting any in-office updates, moves, or installations.
    • Provide education and accountability to field office/VOP producers around important processes, including timely ESF submittal, timely CRG submittal, and timely finish ESF submittal.
    • Serve as the primary liaison between field office producers and corporate or center-based teams, identifying opportunities to drive partnerships between the center and field employees.
    • Maintain outstanding levels of administrative support to all internal and external employees, resolving issues related to process and technology questions.
    • Asset distribution and collection for new internal hires and terminations.
    • In partnership with Field Operations Supervisor, manage internal payroll process.
    • Partner with talent acquisition to manage internal onboarding for all field office/on-premise hiring, including I-9 and onboarding paperwork completion, setting up desk, etc.

Requirements:

  • Excellent written/oral communication and interpersonal skills.
  • Strong decision-making ability.
  • Ability to tackle complex issues and develop innovative, practical solutions.
  • Action and detail-oriented, able to prioritize while handling multiple tasks.
  • Excellent time management and focus on deadlines and goals.
  • Effectively build relationships with all internal partners, both locally and in our corporate and center-based locations.
  • 2+ years' experience in a customer service-related position.
  • Associate's degree or two years of applicable experience in customer service.