VMS & Workers Comp Operations Specialist

Role purpose

Own the back end of our VMS accounts and workers' comp follow-up, so the onsite and branch teams can stay focused on clients and associates. Over time, take over the full weekly VMS reconciliation that corporate VMS Accounting does for us today, which should cut that fee.

Key responsibilities

1. Fieldglass account management: Kraft, Jeld-Wen, Corteva

• Be the main owner of the Fieldglass back end for these three accounts.
• Handle work orders: activations, extensions, closures and pay or bill rate updates. Coordinate with TAPFIN and client contacts.
• Make sure associates are active in Fieldglass before they're scheduled or attend safety training.
• Submit and correct timesheets, and keep rosters in sync across Fieldglass, Q4 and Bullhorn.

2. Kraft scheduling back end

• Own Kraft scheduling and Connecteam management under the virtual support model.
• Coordinate schedule changes, coverage and safety training timing with the Kraft contacts and with Keisha.

3. VMS reconciliation (phased)

• Phase 1: Own follow-up on every reconciliation discrepancy across key accounts. Respond to the weekly notes from corporate VMS Accounting and handle Q4 submissions.
• Phase 2: Train with the corporate VMS Accounting team and copy their process. Then take over the full weekly reconciliation in-house, comparing the VMS against Q4.
• Close out short pays, hours that don't match, bill rate differences and credit memos before they age.
• Accounts: Kraft, Jeld-Wen, Corteva, CAT and DHL, plus others as assigned.

4. Pre-payroll VMS audit

• Before payroll is submitted, compare the balancing report (hours entered in Q4) against the VMS reports. The goal is to catch problems before they happen instead of after.

5. Other VMS support

• Beeline support for CAT: entering associates into Beeline and processing terminations.
• Pixid VMS management and implementation.

6. Workers' compensation management

• Follow up on claims through Via One and keep them moving toward return to work.
• Support the onsite teams, who open their own claims, and take follow-up load off Celeste.
• Prepare the monthly workers' comp report for Ryan's receivables review.

7. Compliance

• Resolve Social Security mismatches in E-Verify.
• Run I-9 audits. [

Success measures

• Corporate VMS Accounting support reduced, then eliminated (about $5K/month in savings)
• Every associate on the Kraft, Jeld-Wen and Corteva schedules has an active work order before their start date
• Discrepancies resolved within an agreed window, with no aging past 30 days
• Fewer payroll corrections tied to VMS hour or rate mismatches
• Workers' comp claims show regular follow-up and documented return-to-work progress