Administrative Project Specialist

2 days ago

Mandaluyong City, National Capital Region, Philippines beBeeCoordinator Full time ₱7,200 - ₱7,800
Job Description">

This role handles a range of administrative, data entry and project-based tasks as assigned by the Program Manager. Tasks may include assisting in the onboarding of candidates, monitoring missing timesheets, expenses and invoice submissions, following up with Associates and Managers to ensure approval completion by Payroll Deadline cut-off; assisting the Program Team in maintaining data within the VMS and/or Client Facing Systems; and, assisting in end of assignment work.

Key Responsibilities/Task">
  • Manage the general mailbox with timely and accurate responses to both hiring manager and supplier inquiries. Research independently for resolution as needed to provide response to the inquiries.
  • Assist the Program Manager, Specialists, Hiring Managers and Suppliers during all stages of the requisition and contingent worker management processes. This may include follow-up on requisition approvals, support interview scheduling, onboarding and offboarding of workers, time and expense management.
  • Support with Onboarding & Offboarding activities
  • Onboarding: Ensure all onboarding steps are completed accurately and on time, including background checks, compliance documentation, system access setup, and Day 1 readiness. Collaborate with suppliers, hiring managers, and internal teams to resolve onboarding issues promptly.
  • Offboarding: Ensure all termination activities are completed, including badge returns, system deactivations, and offboarding documentation.
  • Assist in the preparation and distribution of weekly/monthly dashboards and ad hoc reports for client and internal use.
  • Monitor both the Power BI and VMS dashboards regularly, documenting any anomalies and proactively escalating potential issues as needed.
  • Timely completion/meeting deadlines of weekly tasks and reporting assigned by your manager.
  • Responsible to ensure that assigned tasks are performed to meet the program SLAs.
">

Role Title: Program Coordinator

Benefits">

Minimal travel is expected on an as-needed basis. The job operates in a professional office environment.

">Others">

Seniority level: Entry level Employment type: Other Job function: Other Industries: Staffing and Recruiting

">Tasks">
  • Send email reminders to Associates and Managers.
  • Monitor - weekly— follow up with Associates and Managers to ensure on time submission and approval of timesheets.
  • Ensure all time, expenses and invoices are approved by the Payroll Cut Off deadline.
  • Facilitate Timesheet uploads in the VMS system (where required).
  • Process Bonuses, Expense Reimbursements or other ad hoc billing requirements in the VMS.
  • Run compliance reporting to ensure data integrity is maintained in the VMS (Missing Data, Expired Data, etc.).
  • Facilitate assignment extensions, work order modifications, ends within the VMS and/or Client Facing Systems at the direction of the Program Specialists/Manager.
  • End of Assignment Management
  • Assist the Program Team to ensure collection of Assets upon worker termination.
  • Ensure workers are terminated in the system upon completion of assignment.
">

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