Resource Operations Coordinator

Job Title

Resource Operations Coordinator

Job Description Summary

In this role, you will support one of C&W’s most forward thinking and prestigious client accounts — a globally recognised organisation known for its commitment to delivering an exceptional workplace and service experience. This environment champions innovation, prioritises premium service standards, and empowers workplace professionals to act as true ambassadors of the client’s brand.
You will play a key role in shaping how the workplace is experienced every day, contributing to seamless operations, meaningful interactions, and a service culture that reflects the client’s high touch, people centric strategy. Whether engaging with employees, partners, or visitors, you will help ensure consistency, quality, and excellence across all touchpoints and workplace environments.
Guided by a high performance mindset and an elevated service philosophy, you will support the creation of experiences that are intuitive, efficient, and aligned with the client’s Corporate Real Estate vision. Your work will contribute to operational excellence across the portfolio, enabling a workplace that is welcoming, productive, and representative of an esteemed global brand.
The Resource Operations Coordinator is responsible for supporting a seamless employee experience. The role focuses on the employee onboarding experience and managing background check processes, compliance, and reporting as part of the onboarding process for new hires on a client account within Global Occupier Services. In addition, the role supports the onboarding and offboarding of vendor personnel, including the administration of background screening requirements, contingent workforce onboarding activities, and coordination with vendors, hiring managers, and third-party service providers to ensure compliance with client and regulatory requirements. The role also supports employee and vendor offboarding, employee data management, reporting, and HR administration, whilst acting as a front-line point of contact for employee, vendor, and stakeholder inquiries. The incumbent will liaise regularly with the company’s third-party background check providers, vendors, and members within our HR Shared Services team to ensure accurate, compliant, and effective HR service delivery while leveraging data and insights to support continuous improvement and informed decision-making.

Job Description

Employee Onboarding & Offboarding

Pre-Employment & Background Screening Coordination

·        Coordinate the submission of new joiner information for background screening.

·        Monitor and track background check progress with relevant stakeholders.

·        Ensure all onboarding requirements are completed prior to employee start dates.

·        Follow up with onboarding teams to obtain and confirm "Clear to Start" approvals.

Workforce Administration & System Management

·        Guide hiring managers through onboarding requirements based on employee risk classifications.

·        Coordinate the creation and processing of Job Requisitions (JR) within the Fieldglass system.

·        Support hiring managers with position creation and approval processes within SuccessFactors for high-risk hires.

·        Monitor onboarding workflows and ensure timely completion of all required actions.

Access and Equipment Provisioning

·        Submit and track service requests through the appropriate systems for:

o   Laptop provisioning

o   Building access cards

o   External email access

o   Server access

o   Color printing access

o   Business card requests

·        Coordinate with IT, Security, and Facilities teams to ensure all employee resources are available prior to start date.

Offboarding Administration

·        Coordinate employee offboarding activities with hiring managers and support teams.

·        Ensure work order end dates are updated and maintained accurately within Fieldglass.

·        Initiate and track offboarding requests with relevant stakeholders.

·        Process required Fieldglass system transactions related to employee departures.

·        Monitor completion of all offboarding activities and maintain appropriate records.

Access Removal & Asset Recovery

·        Coordinate with Security teams to disable physical and system access.

·        Submit service requests for:

o   Laptop return or transfer

o   Email and personal data transfer

o   Access card deactivation and return

o   IT asset recovery

·        Ensure company-issued equipment and access credentials are returned in accordance with company policy.

·        Track and confirm completion of all asset recovery activities.

Stakeholder Management

·        Serve as a key point of contact for employee onboarding and offboarding inquiries.

·        Partner with hiring managers, HR teams, IT, Security, and onboarding support teams to ensure smooth employee transitions.

·        Provide guidance on onboarding and offboarding procedures, requirements, and timelines.

·        Communicate status updates and escalate issues as required.

Vendor Onboarding & Offboarding

Onboarding Administration

·        Background Screening Management

o   Review and validate background screening documentation submitted by vendors to ensure completeness and accuracy.

o   Identify and resolve missing, incorrect, or incomplete documentation before processing.

o   Submit background screening requests through the system platform.

o   Issue background screening invitation links to vendors and candidates.

o   Monitor screening progress and proactively follow up on pending or delayed cases.

o   Coordinate with vendors to obtain additional supporting documents when required.

o   Liaise with the background screening provider and internal stakeholders to resolve screening issues and ensure timely completion.

·        Fieldglass Onboarding Administration

o   Create and maintain vendor worker profiles within the Fieldglass system.

o   Complete background check confirmation documentation, including compliance checklists and required forms.

o   Upload and maintain required onboarding documents in the system.

o   Coordinate approval workflows with hiring managers and relevant stakeholders.

o   Track onboarding progress and follow up with onboarding support teams to ensure timely completion.

o   Communicate onboarding status updates to vendors, hiring managers, and business users.

o   Confirm successful onboarding and readiness for start date.

Offboarding Administration

·        Manage the offboarding process for vendor personnel in accordance with organizational requirements.

·        Advise hiring managers on offboarding procedures and required actions.

·        Coordinate with onboarding/offboarding support teams to process worker separations.

·        Track and manage offboarding activities within the Fieldglass system.

·        Coordinate with IT and Security teams to ensure timely return of company assets and deactivation of access.

·        Monitor the return of laptops, access cards, and other company-issued equipment.

·        Maintain accurate records of completed offboarding activities and compliance requirements.

Stakeholder Support and Inquiry Management

·        Serve as the primary point of contact for vendor onboarding, offboarding, and background screening inquiries.

·        Provide guidance to hiring managers, vendors, and business users on onboarding procedures, background screening requirements, and compliance standards.

·        Explain screening outcomes, process requirements, and documentation expectations.

·        Assist with workplace access requests and provisioning activities, including access cards, laptops, and related onboarding requirements.

·        Build and maintain effective working relationships with vendors, hiring managers, background screening providers, and internal support teams to ensure efficient service delivery.

Data Management & Reporting

·        Maintain accurate employee and vendor onboarding and offboarding records across HR and background screening systems.

·        Track and maintain onboarding and offboarding activity logs, ensuring data integrity, completeness, and compliance with organizational requirements.

·        Monitor and report on the status of background checks, onboarding progress, clear-to-start approvals, and offboarding activities.

·        Maintain workforce data and documentation to support the tracking and management of new hire volumes, contingent worker onboarding, and employee lifecycle activities.

·        Prepare and distribute regular and ad hoc reports on onboarding, offboarding, background screening, and workforce metrics for HR and business stakeholders.

·        Perform data validation and reconciliation activities to ensure accuracy and consistency across systems, records, and reports.

·        Support workforce planning and operational decision-making by providing timely and accurate onboarding and workforce data insights.

·        Maintain audit-ready records and documentation in accordance with data privacy, compliance, and record retention requirements.

·        Identify reporting trends, process gaps, and data quality issues, and recommend opportunities for process improvement and operational efficiency.

INCO: “Cushman & Wakefield”