Contractor Operations Coordinator

We are looking for a highly organized, detail-oriented, and adaptable individual to support our day-to-day operations, including contractor timesheets, payroll assistance, and invoicing. The ideal candidate is great with numbers, a strong communicator, and comfortable juggling multiple priorities in a fast-paced, collaborative environment.

Who – The Company:
Founded in 2007, Swim Recruiting is a well-established Vancouver-based recruitment firm specializing in Information Technology, Accounting & Finance, Human Resources, and Administration recruitment. We pride ourselves on delivering exceptional service to both clients and candidates while fostering a collaborative, professional, and supportive workplace culture. Many of our team members have been with the company for several years, contributing to the strong relationships and reputation we have built in the market.

Why Join SWIM?
You will be part of a supportive and collaborative team where your work makes a real impact. If you enjoy variety, staying organized, and helping keep operations running smoothly, we would love to hear from you!

What – The Role:
We are looking for a highly organized, detail-oriented, and proactive Contractor Operations Coordinator to join our team at SWIM!
The ideal candidate enjoys working with numbers, has experience with invoicing and payroll support, and can confidently manage multiple responsibilities in a fast-paced environment.
We are looking for someone who is accurate, adaptable, collaborative, and a great communicator. Previous experience in a staffing or recruitment agency would be a definite advantage!

Key Responsibilities

• Manage and review contractor timesheets, ensuring accuracy and timely submissions.
• Follow up with contractors and clients regarding missing timesheets, approvals, or discrepancies.
• Assist with payroll processing and contractor payment coordination.
• Prepare and process client invoices accurately and on time.
• Use QuickBooks Desktop and/or QuickBooks Online for invoicing and related tasks.
• Respond to contractor, client, and internal inquiries regarding timesheets, payroll, and billing.
• Maintain accurate records, spreadsheets, and documentation.
• Assist with contractor onboarding and other operational and administrative projects.
• Support process improvements and day-to-day operations as needed.

Who – The Candidate:

• Experience in operations, payroll support, billing, or a similar administrative role.
• Hands-on experience with QuickBooks Desktop and/or QuickBooks Online.
• Strong attention to detail, organizational skills, and comfort working with numbers.
• Excellent communication and interpersonal skills with a friendly, professional approach.
• Ability to multitask, prioritize, and adapt to changing demands.
• A proactive, collaborative attitude and willingness to jump between projects.
• Ability to work independently, take ownership, and meet deadlines.
• Previous experience in a staffing or recruitment agency is preferred.
• Experience with Bullhorn, Excel, and contractor payroll processes is an asset.

The Ideal Person
Someone who is organized, reliable, detail-oriented, personable, and adaptable. You enjoy working with numbers, communicating with people, and being part of a collaborative team. You take pride in accuracy, follow through on tasks, and are always willing to jump in where needed.

Where:
This a hybrid role, with 3 days in our office in Downtown Vancouver. We are close to Gastown and the financial district, with convenient access to SkyTrain, Canada Line, SeaBus, West Coast Express, and major bus routes.

How Much:
This position offers a starting annual salary of approximately $57,000 to $65,000, depending on experience and qualifications. Swim Recruiting also provides a competitive benefits package, including extended health and dental coverage, paid vacation, and additional employee perks.

When & How to Apply:
If you are interested in learning more about this opportunity, we encourage you to apply as soon as possible. If you are already working with a recruiter at Swim Recruiting, please contact them directly. Otherwise, please submit your resume for consideration.