Resourcing Coordinator in London

As the Resourcing Coordinator your primary role will be working with the internal teams to allocate internal resources and source known external freelancers when no internal resource is available. You will work as part of a team to manage resources across the wider business at Imagination. The role will also include providing administrative support across your teams utilising tools including Google suite, Hubplanner, Worksome, Maconomy. This is an exciting time to be joining the team to integrate new systems and make a real impact within the resource team.

Key Responsibilities

• Supporting the Resource team with day-to-day resourcing activity across multiple departments, projects, and operational teams.
• Assisting with the coordination of internal resource requests to help ensure projects remain appropriately staffed and operational requirements are met.
• Supporting the scheduling and administration of weekly resourcing meetings with Project Leads, Team Leads, Heads of Department, Talent Acquisition, Finance, and Accounts Payable teams.
• Updating and maintaining our internal resourcing system to ensure resource bookings, allocations, utilisation, and project schedules remain accurate and up to date.
• Inputting and maintaining agreed resource plans within our internal resourcing system, ensuring allocations, bookings, utilisation, and project schedules are accurately reflected and kept up to date following resourcing meetings and stakeholder updates.
• Assisting with the allocation of internal resource based on availability, utilisation, and project requirements under the guidance of the Resource Manager.
• Supporting departments and project teams with day-to-day resourcing queries and helping to resolve resource gaps where required.
• Coordinating onboarding activity for new permanent employees and freelancers, including system setup, onboarding documentation, and process guidance.
• Raising and monitoring IT tickets and system access requests for new starters and contingent workers.

Freelancer, Worksome & Payment Administration

• Taking ownership of the day-to-day administration and processing of all Worksome freelancer requests across the business.
• Managing freelancer request submissions through the correct governance and approval process, ensuring all required information is accurate and completed correctly before processing.
• Monitoring and chasing approvals within Worksome to ensure freelancer bookings, contracts, onboarding requests, extensions, and amendments progress within required timelines.
• Acting as a key point of contact for Worksome-related administrative queries and supporting stakeholders with the correct submission and approval process.
• Maintaining accurate records and trackers relating to freelancer bookings, approvals, onboarding activity, extensions, amendments, and contingent workforce administration.
• Managing the administrative processing of freelancer payment requests following approved Worksome bookings.
• Coordinating freelancer payment workflows by tracking approved timesheets, updating internal payment trackers, obtaining required approvals, liaising with Accounts Payable, and following up on outstanding actions to ensure payments are processed accurately and on time.
• Raising PO requests and supporting booking administration for freelancer engagements.
• Liaising with freelancers regarding onboarding documentation, contracts, payment queries, system access, and general process support.
• Supporting the wider Resource and Talent teams with freelancer coordination, availability checks, and operational administration.

Stakeholder Support & Communication

• Acting as a day-to-day point of contact for resourcing-related queries across the business.
• Building strong working relationships with internal teams, freelancers, and external stakeholders to support smooth operational delivery.
• Escalating urgent resourcing issues, approval delays, or operational concerns to the Resource team where necessary.
• Supporting a collaborative and responsive resourcing function capable of reacting quickly to changing business and project demands.

Skills, Knowledge & Expertise

• Freelance recruitment experience expected for this role.
• Agency experience (preferred).
• Knowledge/experience of using Worksome (preferred).
• Good written and verbal communication skills.
• Well organised with exceptional attention to detail.
• Proactive, self-motivated with a can-do attitude.
• Multi-tasker, with effective time management skills.
• Solutions-focused; creative / lateral thinker / problem solver.
• Ability to take briefs with Project Leads and translate into effective freelance searches in Worksome.
• Effective interviewing skills.
• Good negotiation skills.
• Calm under pressure.
• Approachable with a team-oriented personality.

Job Benefits

• Work with a state-of-the-art product and deliver it to exciting and innovative brands.
• Learning and development opportunities that contribute to professional growth.
• Wellness: Private Medical Insurance (including discounted gym options), Discounted Healthcare Cash Plan, Help at hand EAP, In-Office Gym (London office only), Life Insurance 4 x salary, Dedicated DE&I Board.
• Benefits: 25 days annual leave, Birthday day off and gift, Discretionary Annual Bonus, Generous Family Leave policies with New Parent Coaching & Support, Various learning & development platforms for e-learning, Enhanced pension contribution, Cyclescheme, Discounted Private Dental, Income Protection (Employee), Subsidised Electric Car Scheme, Home technology tax free loan.
• Perks: Hybrid Working (3 office days), Company socials, Pet friendly office, Lunch & Learns, Wellness webinars, Educational webinars, Subsidised Cafe (London office only).