Contractor Program Administrator

1 day ago

Montréal QC, Canada LevelUP HCS Full time

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.

Contractor Recruitment Management
Draft and review detailed job descriptions, ensuring alignment between business needs and role requirements.
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.

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.
Serve as the central point of contact for all contractor-related vendor interactions.
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.
Develop a deep understanding of departmental structures and team cultures to ensure successful contractor placements.
Reporting and Market Intelligence
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.

3+ years of experience in Administration, Sourcing, Recruiting, or Vendor Management.
~ 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.

Bachelor’s degree required

Languages
Fluency in English and French required.

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