Contractor Management Administrator

We are seeking a Contractor Management Administrator to support the efficient, compliant, and high-quality management of all contractor engagements. This role is critical in ensuring that every stage of the contractor lifecycle — from hiring through offboarding — aligns with company policies, regulatory requirements, and operational excellence standards.

The ideal candidate will serve as the primary liaison between hiring managers, external agencies, and internal HR teams, ensuring consistent communication, accurate data management, and process integrity across all activities. This individual will oversee the contractor recruitment process, ensure compliance with established controls, manage rate approvals, and provide insights through reporting and market analysis.

Key Responsibilities

Contractor Recruitment Management

Act as the primary point of contact for agencies and hiring managers, providing guidance and support throughout the recruitment process.
Draft and review detailed job descriptions, ensuring alignment between business needs and role requirements.
Coordinate interview logistics, manage candidate communications, and document post-interview feedback.
Maintain complete and compliant documentation to support audit readiness and regulatory standards.
Drive continuous improvement of contractor recruitment processes and communication with agencies.
Verify prior employment status of all candidates within internal HR systems and secure HRBP validation for any rehires.
Oversee the onboarding and offboarding process for all contractors, ensuring compliance and a smooth experience.
Manage contract extensions in coordination with hiring managers and vendors.

Rate Approval and Compliance

Ensure all contractor roles comply with internal policies, approval processes, and applicable regulations.
Manage rate approval workflows within Taleo, including drafting business rationales, coordinating offer approvals, and initiating background checks for AP contractors.
Validate and maintain accuracy of contractor rate data in Taleo, addressing any discrepancies with agencies.
Prepare and validate Exhibit B documents for new hires and extensions, ensuring full data accuracy before submission for signature.
Conduct preliminary audits of contractor electronic personnel (EP) files and address non-compliance issues promptly, escalating as appropriate.

Vendor Management

Serve as the central point of contact for all contractor-related vendor interactions.
Lead intake meetings and weekly status calls with up to nine agency partners.
Prepare, analyze, and present monthly and quarterly performance reports for the vendor management team.
Participate in steering committee (COPIL) meetings to review performance metrics, resolve issues, and refine agency strategies.

Relationship Management

Build and maintain strong partnerships with hiring managers and HR colleagues across the organization.
Develop a deep understanding of departmental structures and team cultures to ensure successful contractor placements.

Reporting and Market Intelligence

Leverage internal HR and recruitment systems to monitor key metrics, trends, and compliance indicators.
Ensure data integrity across all reporting, dashboards, and contractor files.
Produce ad hoc and scheduled reports, including monthly and quarterly summaries for agency partners, rate card assessments, and contractor tenure dashboards.

Qualifications

Required Competencies

3+ years of experience in Administration, Sourcing, Recruiting, or Vendor Management.
Exceptional attention to detail and a proactive, solution-oriented mindset.
Strong organizational, communication, and prioritization skills.
Demonstrated ability to manage sensitive information with discretion.
Proven ability to learn new systems and processes quickly.

Technical Proficiency

Experience with enterprise applicant tracking systems, preferably Oracle Taleo.
Advanced proficiency in Microsoft Excel (data analytics, reporting, pivot tables).
Strong project management and process optimization capabilities.

Experience

3+ years in a Talent Advisory, Recruitment, or HR Operations role.
Prior experience in financial services, ideally within an investment banking environment, is strongly preferred.

Education

Bachelor’s degree required

Languages

Fluency in English and French required.

LevelUP HCS

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