Resource Coordinator at Jack Morton

London, England, United Kingdom -

Full Time

Start Date

Immediate

Expiry Date

07 Sep, 26

Salary

0.0

Posted On

09 Jun, 26

Experience

2 year(s) or above

Remote Job

Yes

Telecommute

Yes

Sponsor Visa

Skills

Freelancer Management, Contract Administration, Onboarding, IR35 Compliance, Resource Coordination, Stakeholder Management, Data Accuracy, Process Improvement, Worksome, Workday, Procim, Power Automate, Reporting, Organizational Skills, Attention to Detail, Communication

Industry

Advertising Services

Description

Experience Without Limits. Come shape the future of brand experience. At Jack Morton, we create, and build, head-turning, smile-inducing, impact driving brand experiences. We exist to redefine what experiential can achieve, helping clients unlock the full value of experiences. That takes a team that’s bold, curious, and acts as one - building on ideas, pushing boundaries, and showing up for each other. Here, you’ll do your best work, grow fast, and collaborate across clients, disciplines, and global teams to bring new ideas to life. This is a place where curiosity drives what’s next, boldness raises the bar, and we win together. Where ownership is expected, egos are left at the door, and the work reflects the people behind it. Experience without limits — in your work, your growth, and your impact. 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. This role is ideal for someone who combines exceptional organisational skills with a strong attention to detail, enjoys managing complex processes and takes pride in creating an efficient and professional experience for freelancers and stakeholders alike. Key Responsibilities Freelancer Contracting, Onboarding & Compliance 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. We make our careers website accessible to any and all users. If you need an accommodation to participate in the application process, please contact us at jobaccomodations@jackmorton.com. This email address is not for general employment inquiries or vendors; rather it is strictly for applicants who require special assistance accessing our employment website. Due to volume, messages sent to this email address that are not related to an accommodation cannot be answered. ***JOB SCAM ALERT*** We have recently become aware that individuals not associated with Jack Morton have fraudulently used our name – and the names of some of our employees – to solicit applications for fake jobs, to conduct fake job interviews and to make fake job offers. Any request to schedule an interview and any bona fide offer of employment will only come from an authorized representative of Jack Morton with an email address “@jackmorton.com” or “@jackmorton.co.uk” or "@impact-xm". We will never require an applicant to provide credit card or banking information to cover any supposed advance costs. If you have provided personal information in connection with a fake job offer or interview and you are concerned, we suggest that you take appropriate action. Jack Morton takes these activities very seriously and are taking appropriate steps to shut down this fraudulent activity. We urge you to be careful when sharing your personal information and to be aware of scams involving fake job postings and job offers.

Responsibilities

Manage the end-to-end freelance lifecycle, including contracting, onboarding, and compliance with IR35 legislation. Act as the central point of contact for freelance administration and maintain accurate resource tracking systems.