Program Coordinator

2 days ago

Quezon City, National Capital Region, Philippines Eclaro Business Solutions, Inc Full time $40,000 - $60,000 per year

Program Coordinator – US Onboarding

About ECLARO

ECLARO is an award-winning professional services firm headquartered in New York City with operations across the U.S., Canada, UK, Ireland, Australia, and the Philippines. We specialize in connecting the Right People with clients to solve business challenges via strategic staffing, permanent placement, and custom outsourcing/offshoring. Leveraging our proprietary TRINIT-E Service Maturity Model, we enable clients to drive innovation, automation, and process improvements.

Position Summary

The Program Coordinator supports the Program Manager in administrative and project-related tasks, with a primary focus on assisting with the onboarding of candidates and contingent worker program operations. Key duties include monitoring timesheets, expenses, and invoice submission compliance, facilitating onboarding and offboarding activities, maintaining VMS and client systems data, and assisting with end-of-assignment processes. This role ensures timely delivery and compliance with program SLAs and supports communication between associates, managers, suppliers, and internal teams.

Key Responsibilities

  • Manage the general inbox to respond promptly and accurately to inquiries from hiring managers and suppliers; independently research solutions as needed.
  • Support Program Manager, Specialists, Hiring Managers, and Suppliers throughout requisition and contingent workforce processes, including requisition approvals, interview scheduling, onboarding, offboarding, and time/expense management.
  • Oversee onboarding tasks: ensure completion and accuracy of background checks, compliance paperwork, system access setup, and readiness for Day 1; collaborate cross-functionally to resolve onboarding challenges swiftly.
  • Facilitate offboarding requirements such as returning badges, deactivating system access, and documenting termination actions.
  • Prepare and distribute weekly and monthly dashboards and reports for clients and internal teams.
  • Monitor Power BI and VMS dashboards regularly, document anomalies, and escalate issues proactively.
  • Meet weekly task deadlines and consistently achieve program SLA targets.
  • Follow up on missing timesheets, expenses, and invoice approvals to ensure completion before payroll cutoffs; send reminders and escalate as necessary.
  • Support data integrity in VMS and client systems through compliance reporting and maintenance.
  • Help manage end-of-assignment activities including asset collection and system termination processing.
  • Collaborate with Program Specialists throughout candidate onboarding, monitoring progress, and updating assignment data as required.

Qualifications

  • High School Diploma or equivalent.
  • 1-3 years' experience in recruiting support, staffing coordination, or administrative roles.
  • Proficient in Microsoft Office Suite and Adobe.
  • Familiarity with VMS, HRIS, or ATS platforms.
  • Strong organizational and office administrative skills.

Competencies

  • Collaborative team player with excellent communication skills (written and verbal).
  • Detail-oriented and highly accurate.
  • Effective time management and ability to multitask.
  • Strong follow-up and problem escalation abilities.
  • Ability to follow directions carefully.

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