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Administrative Coordinator (Onboarding)

Permanent | 6 July 2019 | Toronto, ON Canada

Client ID 270330

Administrative Coordinator (Onboarding) - Permanent

PROCOM is looking for an Administrative Coordinator  (Onboarding) to oversee and administer the full on-boarding and Contractor Management Lifecycle.

Program Support
  • Lead weekly client calls to identify program issues and suggest areas of improvement
  • Create and maintain an excel tracking system for all new pre-identified candidates/active consultants
  • Provide in-depth testing of internal systems developed to advance the onboarding experience
  • Create account information manuals for internal team members
  • Submit and manage all inquiries relating to the contract management process via ticketing system
  • Provide support to consultants using Vendor Management Systems (i.e. SAP Fieldglass, Beeline)
  •  Act as a liaison between the Legal Department and Human Resources for all contract issues and reviews
  • Create statements of work on behalf of the client and follow up to ensure final approvals are secured
  •  Act as a subject matter expert for clients and consultants on the varies  legal status classifications
  • Schedule communications to consultants with regards to payment processing and timesheet deadlines
  • Participate in training initiatives with other team members by providing guidance/mentoring on process requirements and internal business rules
  • Manage the client/consultant onboarding and renewal process while complying with internal policy and ISO management standards
  • Identify key issues with the Contractor Management process and provide recommendations to internal and external stakeholders
  • Develop and update strategies for a smoother consultant and client experience
  • Serve as a primary point of contact to investigate and resolve consultant, client, and vendor inquires
  • Assist external managers in determining total billable rates for all new pre-identified candidates
  • Complete candidate submissions and finalize onboarding activities within the VMS portals
  • Conduct quarterly audits on consultant documentation and onboarding requirements
  • Monitor expiring contracts and provide notice for a smooth off-boarding experience
Accounts Receivables
    • Reconcile complex AR payment discrepancies for 170+ consultants by examining client payment reports

Serve as a primary point of contact to receive, investigate and resolve consultant, sub-vendor, and client questions relating to the billing and payment of invoices

Create credit/debit memos to balance records within the Vendor Management System Fieldglass

Develop reports to detail aging and past due invoices for senior level staff

  • Minimum 2 years Procom or previous industry experience in a customer service or sales support role
  • Demonstrated capability to learn and fully manage medium to high complexity administrative tasks on an independent basis
  • Fully knowledgeable of Client invoicing, contingent labour contracting and accounts receivable procedures and systems
  • Ability to handle pressure in a calm manner and deal with all various levels of internal and external clients
  • Strong Attention to Detail
  • Strong commitment to excellent customer service
  • Ability to prioritize workflow and meet deadlines
  • Ability to handle confidential and proprietary information
  • Dedicated team player with excellent interpersonal skills who is willing to assist other team members as needed
  • Intermediate to Advanced knowledge of Microsoft Office applications, specifically MS Excel and MS Word
Administrative Coordinator (Onboarding) - Permanent - Location

Midtown Toronto