Operations Coordinator

Job Summary

Under the supervision of the Business Manager of Onsite Services, the Operations Coordinator – Vendor & Project Support will be responsible for managing relationships with vendors, contractors, and subcontractors, ensuring smooth onboarding processes, and serving as the primary point of contact for troubleshooting. You will also support project coordination efforts, including the administration and coordination of new projects, expense management, and participation in meetings. Additionally, you will provide comprehensive support to subcontractors, maintain organized records, handling invoicing tasks, and ensuring timely follow-up on outstanding invoices. The ideal candidate will have excellent organizational and communication skills, with the ability to manage multiple tasks and priorities effectively.

Principal Duties & Responsibilities

Vendor, Contractor (1099) and Subcontractor Management - 25%

• Lead onboarding processes for vendors, contractors, and subcontractors within internal tracking systems
• Establish the initial contact to confirm billing details and maintain ongoing vendor relationships
• Act as the primary point of contact for vendor-related troubleshooting and support
• Oversee setup and lifecycle management of 1099 contractors

Project Coordination - 25%

• Collaborate with recruiters to support the launch and administration of new projects
• Create and manage project entries in Deltek and Workday Systems
• Coordinate and participate in project-related meetings, ensuring alignment across teams
• Facilitate expense and purchase tracking in collaboration with recruiters and team members
• Review and approve expense reports for Onsite employees, resolving discrepancies as needed
• Communicate policy reminders related to benefits, travel, and expenses to the Onsite team
• Manage client-specific online platforms (i.e. Beeline, Allegis, etc.) for project oversight

Subcontractor Support - 50%

• Maintain accurate and organized records for subcontractor engagements
• Provide backup support for onboarding new subcontractors
• Coordinate the preparation, review, and execution of Inter Company Statement of Work (IC SOW) between Kaleidoscope and Infosys
• Upload client invoices to appropriate accounts payable platforms and ensure timely follow-up
• Monitor aging reports and liaise with AP teams to resolve outstanding invoices
• Manage subcontractor invoicing and end-of-month financial tasks, including weekly cost reporting to Operations
  
  

Qualifications

Education/Experience

• Knowledge and skills at a level normally acquired through the completion of an Associate’s Degree in a related field.
  
  

Licenses/Credentials/Certifications

• N/A
  
  

Skills/Specialized Knowledge/Abilities

• Keen attention to detail, with the ability to identify errors.
• Proven experience in a role that required weekly and monthly tracking of time, personnel, or billing.
• Strong organizational skills.
• Ability to work with varying seniority levels to include contract employees, co-workers, managers, and external vendor partners.
• Confident abilities within Microsoft Office Suite, must have proficiency within Excel.
• Confident, articulate and professional verbal and written communication skills.
• Strong sense of urgency in task completion.
• Motivated to stay on task with repetitive job duties.
• Experience working within Deltek or an Enterprise Resource System preferred.
• Experience working with Workday as an ERP system (Project Management experience in Workday is preferred)
• Ability to suggest/provide improvements to the current processes.
  
  

WORKING CONDITIONS

Tools and Equipment Used

• Personal computer, copier, fax, phone, and other typical office equipment.
  
  

Travel

• Minimal up to 10% of the time
  
  

Physical & Mental Demands

• Frequently required to sit at a desk/workstation for long period of time
• Ability to work at a computer terminal for extended periods of time
• Digital dexterity and hand/eye coordination in operation of office equipment
• Light lifting and carrying of supplies, files, etc.
• Ability to speak to and hear employees/clients via phone or in person
• Body motor skills sufficient to enable incumbent to move around the office environment
• Additional Mental Requirements: compare, decide, direct, problem solve, analyze, instruct, interpret
  
  

Environment

• Work typically performed in an office setting.
  
  

This job description does not constitute a written or implied contract of employment. This job description is not intended and should not be construed, to be an exhaustive list of all responsibilities, skills, efforts, or work conditions associated with the job. Furthermore, the employer reserves the right to revise or change job duties and responsibilities as the need arises.