Resources and Systems Coordinator

Job Description

Job Description

Description:

Position Summary:

The Resource & Systems Coordinator plays a critical role in supporting workforce planning, operational systems, process compliance, and freelancer administration across the organization. This position serves as a central point of coordination for staffing visibility, resource scheduling, database integrity, and the maintenance of organizational processes that support successful program execution.

The role is responsible for maintaining accurate staffing and travel information, supporting freelancers’ onboarding and compliance, administering key operational systems, and helping ensure employees, freelancers, and part-time team members follow established organizational processes.

This position also provides administrative support for business operations initiatives, training and development programs, and system adoption efforts. The ideal candidate is highly organized, detail-oriented, process-minded, and naturally curious about how systems, workflows, and technology can improve organizational effectiveness.

Designed for career progression in business operations, workforce planning, systems administration, process improvement, and organizational effectiveness, this role is not intended as a pathway into event operations, production, or meeting services.

Key Responsibilities:

Resource Planning & Scheduling

• Coordinate the availability of freelancers and seasoned part-time employees for upcoming programs.
• Conduct availability outreach based on staffing forecasts and Event Lead direction.
• Maintain accurate staffing, travel, and scheduling information within QuickBase.
• Review travel grids and staffing assignments to ensure system accuracy and alignment with current program needs.
• Track employee and freelancer travel activity, including site visits, video shoots, and other non-event assignments.
• Prepare recharge time eligibility reports in accordance with company policy.
• Support long-range staffing visibility by communicating projected program dates and anticipated resource needs to select vendors and partners.

Freelancer Administration & Compliance

• Coordinate onboarding activities for freelancers and seasoned part-time employees.
• Maintain freelancer records, Independent Contractor Agreements, compliance, and documentation.
• Support the development and administration of freelancer onboarding materials, training resources, and process documentation.
• Coordinate annual compliance requirements, including security awareness training and other required certifications.
• Assist in defining and improving freelancer engagement processes and expectations.
• Maintain relationships with freelance resources and support the expansion of LEO's talent network.

Process Compliance & Operational Support

• Monitor compliance with organizational processes and systems, including travel booking, time racking, and operational procedures.
• Provide process guidance, training, and support to employees, freelancers, and part-time staff.
• Report compliance trends, process gaps, and opportunities for improvement to leadership.
• Support information security compliance initiatives and workforce accountability efforts.
• Assist with documentation, process mapping, and continuous improvement initiatives.

Training & Development Support

• Provide administrative support for organizational training and development initiatives.
• Coordinate training schedules, participant tracking, and related documentation.
• Assist with maintaining training materials, learning resources, and development records.
• Support organizational rollout of new systems, tools, and processes.

• Bachelor’s degree in business administration, Information Systems, Organizational Development, or a related field, or equivalent combination of education and experience.
• 2–5 years of experience in operations coordination, systems administration, workforce planning, project coordination, or related fields.
• Experience maintaining databases, business systems, or workforce scheduling tools.
• Strong proficiency with spreadsheet formulas and macros in both Microsoft Excel and Google Sheets
• Experience with QuickBase, Asana, or similar systems preferred.
• Interest in systems, workflows, automation, process improvement, and organizational effectiveness strongly preferred.

Competencies:

• Strong aptitude for understanding business systems, workflows, databases, and operational processes, with the ability to identify inefficiencies and recommend practical improvements.
• Exceptional organizational skills with a commitment to accuracy, enabling the effective management of multiple priorities, schedules, and data-driven processes.
• Strong written and verbal communication skills with the ability to build productive relationships and collaborate effectively across departments and with external partners.
• Demonstrates a natural curiosity for technology and process improvement, with the ability to quickly learn new platforms, troubleshoot issues, and develop system administration expertise.
• Takes ownership of responsibilities, consistently follows through on commitments, and maintains high standards of professionalism, accuracy, and confidentiality.
• Thrives in a dynamic environment by effectively managing changing priorities and supporting evolving business processes, systems, and organizational needs.

Environmental Conditions and Physical Demands:

Employee required to spend a portion of time remaining in a seated position looking at a computer screen. Employee required to do some standing and walking. Must be able to lift 25 lbs.