Operations Coordinator

 

The TAT Office Coordinator provides support in the areas of client, talent and office management. This position is responsible for ensuring that Tatum office’s operations run smoothly and effectively. This position serves as central point of contact & requires strong analytical skills and the ability to: lead office operations; manage and organize activities; support a team; communicate effectively with senior level professionals, react quickly & proactively, maintain confidential information and make independent decisions based on knowledge of the business. This person will:

 

Client Management

• Support sales efforts by: entering/ updating opportunities in CRM (Salesforce.com); submitting credit reviews into the D&B application; ensuring Sales team has most current version of Engagement Profitability Model (EPM) and contract templates.
• Manage Client Contracts by: submitting fully executed contracts for setup with all necessary documentation and obtaining approvals for non-standard terms and conditions; submitting contracts into Selectica; submitting revenue sharing form and obtain necessary approvals; processing weekly invoices and sending supporting documentation to clients as requested and submitting necessary paperwork for adjustments/corrections as needed; ensuring AR policies are followed and working with Sales team to collect information related to outstanding AR; managing Market Weekly Reporting; monitoring project end dates and notifying Sales and Talent teams of upcoming changes and update reports as necessary (Starts/Ends, Perm Forecast, etc.); running and distributing weekly reports such as pipeline.
• Assisting in Tatum’s Engagement Management Process.

Talent Management

 

• Assist with entry of candidate information into Bullhorn to ensure complete candidate record. Work with Talent team to create master Bio for candidates and upload to Bullhorn.
• Manage the application process including submission of background checks. Work with candidate to obtain missing/additional information to complete process.
• Manage the hiring process by: creating offer letters and other new hire documents (including state specific forms); working with Talent team to gather new hire paperwork (including I-9); ensuring paperwork is complete and submit for processing; completing reference checks as needed.
• Conduct & support new hire orientation as needed (network logon, email, time & expense entry, travel & expense guidelines, booking travel, viewing paystubs, benefits, etc.).
• Coordinate with Talent team to ensure Weekly Status report is completed per EMP guidelines.
• Manage billing process of talent by: ensuring weekly time and expenses are submitted (following company policies) and approved on time and weekly payroll is correct; acting as liaison with corporate teams to process adjustments in a timely manner; creating initial Placement record in Bullhorn; updating Job Order and Placement records as project end date changes; compiling and submit necessary paperwork to transition resource when engagement ends; acting as point of contact for billable talent when issues arise.
• Manage Market Weekly Reporting by: monitoring Auto-Termination report and alert Talent team to status upcoming changes/terminations; maintaining resource reports as needed (Placed Project, FTE, Availability, etc.).
• Assist with recruiting projects as needed.

 

Office Management

• Serve as central point of contact for systems & tools (Google, Salesforce, Bullhorn, Concur, Egencia, Tatum Connect, My Connect, etc.).
• Coordinate and participate in office meetings/events.
• Code and submit invoices to corporate AP for processing in a timely manner.
• Monitor office/kitchen supplies & Staples ordering.
• Greet guests and ensure office security procedures are followed.
• Handle Print On Demand requests for marketing materials, business cards and stationary.
• Maintain P Card, manage AmEx reconciliation and Stamps.com account.

• High school diploma required
• Bachelor’s Degree preferred

Work experience:

• 5+ years of administration experience
• Prior experience in professional services industry providing operations support preferred
• Prior experience in human resources operations, as part of overseeing recruitment processes, billing and time & expense entry preferred

Knowledge, skills, and abilities:

• Ability to work in a fast-paced, dynamic environment and multitask and effectively prioritize workload
• Strong customer focus and customer service skills
• Excellent communicator (oral & written), process orientated, ability to pay close attention to details
• Ability to carry out company policies and procedures with independent and significant autonomy
• Possess strong interpersonal skills and demonstrated ability to audit, analyze, explain, and draw logical conclusions from complex operational, financial, regulatory and/or business data
• Ability to impact the business results through operational excellence
• Proficient with Microsoft Office tools including Word, Excel, PowerPoint and Google Products including Gmail, Google drives, etc.