Workforce Administration & Compliance Coordinator

The Workforce Administration & Compliance Coordinator is responsible for the administration governance and control of all workforce management activities relating to temporary agency labour and employee time and attendance processes within the operation.

The role serves as the central point of coordination between Operations HR Payroll Finance and labour providers to ensure accurate recording of working time validation of labour costs compliance with company procedures and effective workforce reporting.

The position will have ownership of the UKG/Kronos Time & Attendance system agency labour administration invoice verification self-billing processes workforce reporting and labour compliance activities.

The successful candidate will play a key role in ensuring workforce costs are accurately controlled while supporting operational efficiency and compliance with Dutch employment legislation and company standards.

The successful candidate will have practical experience managing workforce administration within a high-volume operational environment. They will be comfortable working with large volumes of attendance and labour data challenging invoice discrepancies liaising directly with labour agencies and ensuring robust governance over workforce costs.

They will possess strong analytical skills excellent attention to detail and the confidence to work across Operations Finance HR Payroll and external labour providers to drive accuracy compliance and continuous improvement.

Essential Job Functions:

• Time & Attendance Management
• Administer and maintain the UKG/Kronos Time & Attendance system.
• Monitor daily attendance records and investigate discrepancies.
• Review and validate clocking exceptions missed punches overtime and absence records.
• Ensure all workforce data is accurate and maintained in accordance with company procedures.
• Support managers with timekeeping queries and reporting requirements.
• Coordinate system updates and process improvements relating to workforce management.
  

Agency Labour Administration

• Validate agency worker attendance and hours worked.
• Review and approve agency labour records prior to payroll and billing submissions.
• Ensure agency labour data aligns with operational records and workforce schedules.
• Monitor agency worker utilisation and workforce trends.
• Support onboarding and offboarding administration for temporary worker.

Self-Billing Administration

• Manage and administer the self-billing process with labour providers.
• Ensure accurate generation and reconciliation of self-billing statements.
• Investigate and resolve discrepancies between agency records and company records.
• Maintain audit trails and supporting documentation for all billing transactions.
• Support implementation and continuous improvement of self-billing procedures.
  
  

Invoice Verification and Cost Control

• Review and reconcile agency invoices against approved attendance records and contractual agreements.
• Identify and investigate billing discrepancies.
• Work closely with Finance to ensure accurate and timely payment processing.
• Monitor labour costs and identify opportunities for cost savings and operational efficiencies.
• Produce reports relating to labour spend agency usage overtime and productivity metrics.

Workforce Compliance

• Ensure compliance with company policies labour legislation and agency worker regulations.
• Support compliance activities relating to agency labour licensing and workforce legislation.
• Maintain accurate workforce records and documentation.
• Assist with internal and external audits relating to workforce management and labour administration.
• Support compliance initiatives relating to working time attendance management and workforce controls.

Reporting and Analytics

• Produce weekly and monthly workforce reports.
• Analyse workforce trends attendance patterns labour costs and agency utilisation.
• Develop and maintain workforce dashboards and KPI reporting.
• Provide data-driven recommendations to support operational decision-making.
• Support management with workforce planning and resource allocation activities.

Stakeholder Management

• Build effective working relationships with Operations Finance HR Payroll and external labour providers.
• Provide guidance and support to managers regarding workforce administration processes.
• Participate in workforce planning and operational review meetings as required.
• Escalate risks compliance concerns and cost anomalies appropriately.

Key Performance Indicators (KPIs)

• Time & Attendance accuracy.
• Agency invoice accuracy.
• Labour cost variance management.
• Self-billing accuracy and completion rates.
• Reduction in invoice discrepancies.
• Attendance exception resolution times.
• Workforce reporting accuracy.
• Audit and compliance outcomes.
• Agency labour utilisation efficiency.
• Stakeholder satisfaction.

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

The physical demands described here are representative of those required to successfully perform the essential functions of the role. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

• Ability to use computers and handheld scanning equipment.
• Ability to see read and interpret inventory data.
• Ability to move through warehouse environments safely.
• Ability to lift or move inventory items where operationally required

Knowledge Skills & Experience

• Experience administering Time & Attendance systems (UKG/Kronos preferred).
• Experience working with temporary labour agencies.
• Strong administrative and analytical skills.
• Experience reviewing invoices and labour cost reporting.
• Advanced Microsoft Excel skills.
• Strong attention to detail and accuracy.
• Excellent organisational and time management skills.
• Ability to manage multiple priorities in a fast-paced operational environment.
• Strong communication and stakeholder management skills.

Desirable

• Experience within logistics warehousing supply chain or manufacturing environments.
• Experience implementing or managing self-billing processes.
• Knowledge of Dutch labour legislation and temporary labour regulations.
• Experience with workforce planning tools and reporting systems.
• Experience using Power BI or similar reporting platforms.
• Knowledge of WTTA and agency labour compliance requirements.

Competencies

• Attention to Detail
• Analytical Thinking
• Problem Solving
• Planning and Organisation
• Commercial Awareness
• Accountability
• Communication Skills
• Relationship Management
• Continuous Improvement
• Data Accuracy and Integrity

Education and Experience

Education

• Essential
  • MBO Level 4 HBO degree or equivalent qualification in one of the following disciplines:
  • Business Administration
  • Human Resources
  • Logistics Management
  • Supply Chain Management
  • Finance
  • Operations Management
  • Commercial Administration
• Desirable
  • Degree-level qualification in Business Administration Logistics Supply Chain Management Finance Human Resources or a related discipline.
  • Professional certification in Workforce Management Payroll Administration Labour Planning or Business Analytics.
  • UKG/Kronos system training or certification.
• Direct Work Experience
  • Essential
  • Minimum 3 years experience in a workforce administration labour planning payroll administration operations support finance administration or workforce management role.
  • Experience administering a Time & Attendance system such as UKG Kronos ATOSS Protime AFAS SAP Time Management or similar platforms.
  • Experience working with temporary labour agencies and agency workforce administration.
  • Experience reviewing and validating labour hours attendance records and workforce data.
  • Experience reconciling invoices and resolving billing discrepancies.
  • Experience producing operational reports labour analysis and management information.
  • Strong working knowledge of Microsoft Excel including Pivot Tables VLOOKUP/XLOOKUP and data analysis functions.
  • Experience working in a fast-paced operational environment with large workforce populations.
• Desirable
  
  • Experience within logistics warehousing e-commerce fulfilment manufacturing distribution or supply chain operations.
  • Experience supporting operations with more than 100 temporary agency workers.
  • Experience implementing or managing a self-billing process.
  • Experience with labour cost control and workforce budgeting.
  • Experience working with Dutch temporary labour regulations and agency compliance requirements.
  • Experience supporting workforce planning and scheduling activities.
  • Experience using Power BI Tableau or similar reporting tools.
  • Experience participating in operational financial or compliance audits.

Disclaimer:

The above statements are intended to describe the general nature and level of work being performed by people assigned to this position. They are not to be construed as an exhaustive list of all responsibilities duties and skills required of personnel so classified. All personnel may be required to perform duties outside of their normal responsibilities from time to time as needed.

Recruitment Agency Policy

At Crane Worldwide Logistics we manage all hiring directly and do not accept unsolicited CVs or candidate profiles from recruitment agencies or search firms. Agencies must not contact our employees or managers directly with candidate details.

Where recruitment support is required we will engage trusted partners through a formal written agreement. We will not be liable for be liable for any associated placement fees for any CVs received without such an agreement.

We appreciate your cooperation in respecting this policy.

Required Experience:

IC