Walk-in || Workforce Experience (WFx) Coordinator

Workforce Experience (WFx) Coordinator

Department: Workforce Experience (WFx) Location: Hyderabad, India Employment Type: Full-Time Experience: 36 years Shift: Flexible based on business requirements Work Mode: Work from Office Reports To: Workforce Experience Manager

Position Summary

The Workforce Experience (WFx) Coordinator is responsible for delivering a seamless employee experience throughout the workforce lifecycle, from onboarding through exit. The role serves as a key point of contact for contractors and internal stakeholders, ensuring timely execution of HR operations, accurate documentation, effective communication, and adherence to company and client requirements.

The position requires strong coordination, attention to detail, ownership, and the ability to manage multiple workforce-related activities in a fast-paced environment while maintaining high standards of accuracy, compliance, and employee service.

Key Responsibilities

Employee Onboarding & Joining

Coordinate end-to-end onboarding activities for new contractors/employees.

Ensure completion of required pre-onboarding documentation, BGV initiation, compliance requirements, and onboarding formalities.

Coordinate offer letters, appointment letters, onboarding documents, and other employment-related documentation.

Conduct or coordinate joining-day calls and ensure a smooth onboarding experience.

Ensure new joiners receive appropriate information regarding company policies, timesheets, payroll, benefits, and client-specific requirements.

Track onboarding status and proactively follow up on pending activities.

Coordinate with BGV, Payroll, Finance, and client teams to resolve onboarding dependencies.

Workforce & Employee Support

Act as the primary point of contact for workforce-related queries and provide timely support.

Handle employee/contractor queries related to payroll, timesheets, attendance, leave, benefits, documentation, client requirements, and HR processes.

Manage employee communications through email, calls, and other approved support channels.

Escalate complex or sensitive issues to the appropriate stakeholders.

Maintain a professional, empathetic, and service-oriented approach while handling employee concerns.

Handle employee pulse connects

Timesheet & Workforce Administration

Ensure employees/contractors understand and comply with timesheet submission requirements.

Monitor timesheet completion and coordinate with employees and clients for pending or rejected timesheets.

Support VMS/timekeeping updates, shift allowance, overtime, comp-off, and other workforce-related updates as applicable.

Coordinate with Payroll and client teams to resolve timesheet discrepancies.

Maintain accurate workforce records and trackers.

BGV & Compliance Coordination

Initiate and monitor background verification activities in coordination with BGV vendors.

Track BGV status and ensure completion within defined timelines.

Follow up on pending, discrepant, or attention-required cases.

Coordinate required documentation, waivers, and approvals.

Maintain accurate BGV trackers and ensure records are audit-ready.

Support internal, client, and compliance audits as required.

Employee Lifecycle Management

Support workforce activities across the employee lifecycle, including:

New hire onboarding

Contract extensions and renewals

Rate/salary revisions

Client conversions / FTE conversions

Performance-related coordination

Retention cases

Maternity and other workforce-related cases

Resignations and exits

Absconding cases

Relieving letters and exit documentation

Audits

Client & Stakeholder Coordination

Coordinate with client contacts regarding onboarding, timesheets, workforce changes, exits, extensions, and other employee-related matters.

Maintain professional relationships with internal and external stakeholders.

Ensure client-specific processes and requirements are followed accurately.

Provide timely updates on workforce status, pending actions, and escalations.

Support workforce reporting and client review meetings.

Data Management & Reporting

Maintain accurate employee and contractor data across HRIS, ATS, VMS, and internal trackers.

Prepare daily, weekly, and monthly workforce reports as required.

Track headcount, onboarding, exits, contract end dates, BGV status, timesheets, and other workforce metrics.

Identify discrepancies and ensure timely correction of data.

Support dashboard and reporting requirements for WFx leadership.

Process Improvement & Automation

Identify process gaps, recurring issues, and opportunities for improvement.

Recommend and support process improvements, automation, and standardization initiatives.

Maintain SOPs, process documents, checklists, templates, and knowledge resources.

Participate in implementation of HR technology, workflow automation, and workforce management tools.

Support continuous improvement initiatives within the WFx function.

Audit & Quality Control

Conduct periodic quality checks on onboarding, documentation, BGV, timesheet, and employee records.

Identify errors and ensure corrective actions are completed.

Maintain proper documentation and evidence for audit purposes.

Ensure compliance with company policies, client requirements, and applicable processes.

Required Skills & Competencies

Strong verbal and written communication skills.

Excellent coordination and stakeholder-management skills.

Strong attention to detail and follow-through.

Ability to multitask and prioritize competing requirements.

Strong problem-solving and critical-thinking skills.

Ability to handle confidential employee information with discretion.

Strong ownership and accountability.

Ability to work independently as well as collaboratively.

Comfortable working in a fast-paced, process-driven environment.

Ability to adapt to changing business and client requirements.

Technical Skills

Good working knowledge of MS Excel, including filters, formulas, pivot tables, and reporting.

Experience working with Ceipal, ATS, VMS(Beeline, Fieldglass, Magnit) payroll, ticketing, or workforce management systems.

Good knowledge of MS Outlook, Teams, Word, and PowerPoint.

Exposure to HR automation and digital workflow tools is an advantage.

Qualification & Experience

Bachelor's degree in Human Resources, Business Administration, Commerce, or a related discipline.

3–6 years of experience in HR Operations, Workforce Management, Employee Experience, Staffing Operations, Customer Service, or a similar role.

Experience in staffing, contract workforce, or payroll operations is an advantage.

Preferred Qualifications

Experience with HRIS, ATS, VMS, ticketing, or payroll platforms.

Experience working with process improvement and automation initiatives.

Key Performance Indicators (KPIs)

Onboarding completion within defined timelines.

Accuracy of employee and workforce data.

Timely BGV initiation and closure.

Timesheet compliance and resolution turnaround.

Timely response to employee/client queries.

Documentation and audit accuracy.

SLA adherence.

Reduction in recurring process errors.

Stakeholder and employee satisfaction.

Successful implementation of process improvement initiatives.

Working Conditions

Full-time, WFO.

Flexibility to work according to business and client requirements.

The role may involve handling multiple priorities simultaneously and requires consistent follow-through.