Contingent Workforce Coordinator

Airswift is seeking a Contingent Workforce Coordinator to work with one of our Oil & Gas clients in Calgary, AB, on a 1-year contract with the potential to become permanent.

In this position, you will play a key role in supporting the end-to-end coordination and administration of contingent workforce recruitment and contractor lifecycle activities. You will coordinate requirements from approved position and compensation details through recruitment and selection, including validating approved pay and allowances, confirming role requirements, posting opportunities, coordinating agency recruitment, arranging interviews, verifying hiring requirements, and preparing complete documentation for handoff to the Analyst for contract execution.

Working closely with business leaders, staffing agencies, Supply Chain Management, Human Resources and other internal stakeholders, you will help ensure contingent workforce activities are completed accurately and efficiently. The successful candidate will demonstrate strong coordination and administrative skills, attention to detail, and the ability to work in accordance with established processes, approvals and documentation requirements while building effective working relationships with stakeholders across the organization.

Key Responsibilities

• Coordinate contingent workforce recruitment activities from approved request through selection and handoff for contract execution.

• Validate approved pay rates, allowances and other applicable engagement terms before initiating recruitment.

• Confirm role requirements with the hiring leader, including scope of work, qualifications, experience, location, schedule and anticipated assignment duration.

• Prepare and post contingent workforce opportunities and ensure role information is complete and accurate.

• Coordinate recruitment activities with approved staffing agencies, including communicating requirements, timelines and candidate submission expectations.

• Coordinate candidate submissions and arrange interviews between hiring leaders and selected candidates.

• Communicate with hiring leaders and staffing agencies throughout the recruitment and selection process.

• Verify that required hiring approvals, candidate information and supporting documentation are complete.

• Compile and submit the completed hiring package to the Contingent Workforce Analyst for contract execution.

• Coordinate contractor onboarding, assignment changes, extensions, renewals, reporting changes, location transfers and offboarding.

• Track requests and required documentation to ensure activities are completed accurately and within established timelines.

• Maintain accurate contractor, vendor, assignment, cost centre, work directives, location and reporting information across applicable workforce systems and records.

• Review information for completeness and follow up on discrepancies or missing documentation.

• Serve as a primary coordination point for routine contingent workforce matters, working with hiring leaders, staffing agencies, contractors, Human Resources, Finance and Supply Chain Management.

• Facilitate information exchange, follow up on outstanding items and support timely resolution of administrative issues.

• Review requests and supporting documentation for completeness and alignment with established contingent workforce procedures, approval requirements and documentation standards.

• Track outstanding requirements and escalate exceptions or issues to the Analyst as appropriate.

• Prepare and maintain routine contractor reports, trackers and workforce information using Excel, SharePoint, Power BI and other applicable systems.

• Validate data and support recurring and ad hoc workforce information requests.

• Maintain documentation associated with contractor assignments, extensions, amendments and renewals.

• Monitor assignment and contract dates and coordinate required follow-up with hiring leaders, agencies and the Contingent Workforce Analyst.

• Assist with maintaining and improving procedures, templates, checklists, reporting tools and administrative processes to support consistent and efficient contingent workforce coordination.

Qualifications and Professional Experience

• Post-secondary education in Supply Chain Management, Business Administration, Human Resources,

• 4 years of progressive experience.

• A consistent track record of delivering high-quality work, managing competing priorities, and supporting key business processes or operational functions.

• Demonstrated ability to work effectively with colleagues and stakeholders from a variety of backgrounds and levels across the organization.

• Effective communication skills, including the ability to convey information clearly, respectfully, and professionally.

• Commitment to inclusive practices and a willingness to contribute positively to a collaborative and supportive workplace culture.

Working Conditions

● Willingness and ability to travel as required.

• May need to provide support outside of regular business hours and/or on the weekend.