Resource Operations Coordinator

Job Title

Job Description

·        Coordinate the submission of new joiner information for background screening.

·        Monitor and track background check progress with relevant stakeholders.

·        Ensure all onboarding requirements are completed prior to employee start dates.

·        Follow up with onboarding teams to obtain and confirm "Clear to Start" approvals.

·        Guide hiring managers through onboarding requirements based on employee risk classifications.

·        Coordinate the creation and processing of Job Requisitions (JR) within the Fieldglass system.

·        Support hiring managers with position creation and approval processes within SuccessFactors for high-risk hires.

·        Monitor onboarding workflows and ensure timely completion of all required actions.

·        Submit and track service requests through the appropriate systems for:

o   Laptop provisioning

o   Building access cards

o   External email access

o   Server access

o   Color printing access

o   Business card requests

·        Coordinate with IT, Security, and Facilities teams to ensure all employee resources are available prior to start date.

·        Coordinate employee offboarding activities with hiring managers and support teams.

·        Ensure work order end dates are updated and maintained accurately within Fieldglass.

·        Initiate and track offboarding requests with relevant stakeholders.

·        Process required Fieldglass system transactions related to employee departures.

·        Monitor completion of all offboarding activities and maintain appropriate records.

·        Manage the offboarding process for vendor personnel in accordance with organizational requirements.

·        Advise hiring managers on offboarding procedures and required actions.

·        Coordinate with onboarding/offboarding support teams to process worker separations.

·        Track and manage offboarding activities within the Fieldglass system.

·        Coordinate with IT and Security teams to ensure timely return of company assets and deactivation of access.

·        Monitor the return of laptops, access cards, and other company-issued equipment.

·        Maintain accurate records of completed offboarding activities and compliance requirements.

·        Coordinate with Security teams to disable physical and system access.

·        Submit service requests for:

o   Laptop return or transfer

o   Email and personal data transfer

o   Access card deactivation and return

o   IT asset recovery

·        Ensure company-issued equipment and access credentials are returned in accordance with company policy.

·        Track and confirm completion of all asset recovery activities.

·        Serve as a key point of contact for employee onboarding and offboarding inquiries.

·        Partner with hiring managers, HR teams, IT, Security, and onboarding support teams to ensure smooth employee transitions.

·        Provide guidance on onboarding and offboarding procedures, requirements, and timelines.

·        Communicate status updates and escalate issues as required.

·        Background Screening Management

o   Review and validate background screening documentation submitted by vendors to ensure completeness and accuracy.

o   Identify and resolve missing, incorrect, or incomplete documentation before processing.

o   Submit background screening requests through the system platform.

o   Issue background screening invitation links to vendors and candidates.

o   Monitor screening progress and proactively follow up on pending or delayed cases.

o   Coordinate with vendors to obtain additional supporting documents when required.

o   Liaise with the background screening provider and internal stakeholders to resolve screening issues and ensure timely completion.

·        Fieldglass Onboarding Administration

o   Create and maintain vendor worker profiles within the Fieldglass system.

o   Complete background check confirmation documentation, including compliance checklists and required forms.

o   Upload and maintain required onboarding documents in the system.

o   Coordinate approval workflows with hiring managers and relevant stakeholders.

o   Track onboarding progress and follow up with onboarding support teams to ensure timely completion.

o   Communicate onboarding status updates to vendors, hiring managers, and business users.

o   Confirm successful onboarding and readiness for start date.

·        Serve as the primary point of contact for vendor onboarding, offboarding, and background screening inquiries.

·        Provide guidance to hiring managers, vendors, and business users on onboarding procedures, background screening requirements, and compliance standards.

·        Explain screening outcomes, process requirements, and documentation expectations.

·        Assist with workplace access requests and provisioning activities, including access cards, laptops, and related onboarding requirements.

·        Build and maintain effective working relationships with vendors, hiring managers, background screening providers, and internal support teams to ensure efficient service delivery.

·        Maintain accurate employee and vendor onboarding and offboarding records across HR and background screening systems.

·        Track and maintain onboarding and offboarding activity logs, ensuring data integrity, completeness, and compliance with organizational requirements.

·        Monitor and report on the status of background checks, onboarding progress, clear-to-start approvals, and offboarding activities.

·        Maintain workforce data and documentation to support the tracking and management of new hire volumes, contingent worker onboarding, and employee lifecycle activities.

·        Prepare and distribute regular and ad hoc reports on onboarding, offboarding, background screening, and workforce metrics for HR and business stakeholders.

·        Perform data validation and reconciliation activities to ensure accuracy and consistency across systems, records, and reports.

·        Support workforce planning and operational decision-making by providing timely and accurate onboarding and workforce data insights.

·        Maintain audit-ready records and documentation in accordance with data privacy, compliance, and record retention requirements.

·        Identify reporting trends, process gaps, and data quality issues, and recommend opportunities for process improvement and operational efficiency.