Role Summary
As Resource Coordinator, you will take ownership of the administration and compliance processes that support our freelance workforce. From drafting contracts and managing IR35 status determinations to onboarding freelancers, setting up system access and maintaining accurate records, you will ensure every stage of the freelancer lifecycle is managed seamlessly and compliantly. As the central point of contact for freelance administration, you will work closely with hiring managers, department leads and freelancers to deliver a smooth onboarding experience while maintaining robust processes, accurate data and compliance with company policies and legislation.
Key Responsibilities
- Own the end-to-end administration of the freelance lifecycle, from engagement and onboarding through to contract completion and offboarding.
- Become the subject matter expert for Worksome, our freelance management platform, acting as the first point of contact for freelancer and internal stakeholder queries.
- Draft, issue and manage freelance contracts, ensuring all documentation is completed accurately, signed and stored appropriately.
- Conduct and administer freelancer working status assessments, including IR35 status determinations, ensuring compliance with company policies and relevant legislation.
- Track contract start dates, end dates, extensions and renewals, proactively managing contract administration and maintaining accurate records.
- Coordinate system access and account creation, including Workday, Procim (budgeting system) and other business-critical platforms.
- Manage the onboarding process for all freelance talent, ensuring a seamless and positive experience from initial engagement through to project commencement.
- Schedule and facilitate onboarding sessions and training for freelancers joining the business.
- Ensure all freelancers are correctly set up within resource planning and forecasting systems, updating records as contracts change.
- Manage freelancer offboarding, ensuring systems, records and resource plans are updated accordingly.
- Act as the primary point of contact for freelancers throughout their engagement with the business, providing guidance and resolving queries in a timely and professional manner.
- Ensure all freelancer engagements are compliant with company policies and approved working practices before onboarding.
Resource Administration
- Maintain and manage the freelance contract tracker, ensuring all information remains accurate and up to date.
- Support the Resource Manager and Creative Services Manager with freelancer administration and resource coordination activities.
- Assist with freelancer-related billing, purchase order and expense queries.
- Produce and analyse reports from Worksome and other systems, providing insights on freelancer utilisation, rates, contract status and outstanding invoices.
- Manage the Resource inbox, ensuring requests and queries are prioritised and actioned effectively.
- Take ownership of meeting notes, action tracking and follow-up from Resource team meetings.
- Support the ongoing development and maintenance of the agency-wide freelance database and resource management tools.
- Provide support with freelance sourcing and resource coordination when required.
Process Improvement & Compliance
- Ensure freelancer engagement processes remain compliant, efficient and aligned with company policies and best practice.
- Identify opportunities to improve workflows, documentation and administrative processes across the freelance lifecycle.
- Support the development of automated processes and reporting tools, including Power Automate.
- Prepare and distribute weekly resource and operations reports, including project updates, pitch activity and resource planning information.
- Maintain accurate records and documentation to support audits, reporting and compliance requirements.
Experience & Skills
- Minimum of 2 years' experience in a resource coordination, operations, talent, HR administration or similar role.
- Experience managing contracts, onboarding processes and administrative workflows.
- Understanding of freelancer engagement models and IR35 legislation is highly desirable.
- Strong organisational skills with exceptional attention to detail and accuracy.
- Ability to manage multiple priorities and deadlines in a fast-paced environment.
- Excellent written and verbal communication skills, with confidence interacting with stakeholders at all levels.
- Strong systems aptitude and willingness to learn new platforms and technologies.
- Proactive approach to problem solving and continuous improvement.
Personal Attributes
- Highly organised, dependable and detail-oriented.
- Positive, approachable and collaborative in style.
- Comfortable working independently whilst contributing effectively as part of a team.
- Able to handle sensitive information with discretion and professionalism.
- Takes ownership and accountability for delivering high-quality work.
Success Measures
- Freelancer onboarding is completed accurately, compliantly and within agreed timelines.
- Contracts, systems and resource records are maintained with a high degree of accuracy.
- Freelancers and stakeholders receive responsive, professional support.
- Compliance requirements, including IR35 processes, are consistently met.
- Resource administration processes run efficiently and continuously improve over time.
- Seen as a trusted and valued member of the Resource team.
- Demonstrates ownership, initiative and a commitment to operational excellence.
