Engagement Specialist - VMS Staffing, Markham

Prime Hires is seeking an Engagement Specialist to support our VMS Temporary Staffing Division in Markham.

Reporting to the Director, this role is critical in supporting contractor engagement, onboarding, compliance, and service delivery across multiple client accounts.

The Engagement Specialist coordinates onboarding activities, manages background checks, supports the contractor lifecycle, and delivers an exceptional candidate and contractor experience in a fast-paced, high-volume environment.

Key Accountabilities:

Administrative & Operational Support

Support daily operations using internal ATS platforms and Vendor Management Systems (VMS) including Fieldglass, Beeline, and Flextrack, along with Microsoft Office tools (Outlook, Excel, Word, OneDrive, OneNote, SharePoint) and background check provider systems.
• Onboard new hires by preparing offer letters, issuing offer packages, and coordinating onboarding activities for assigned clients.
• Conduct employment verifications, education references, and background checks, ensuring timely completion and accurate system updates.
• Maintain accurate, well-organized documentation, ensuring files are properly saved and labeled within the ATS.
• Coordinate onboarding and start-date confirmations with Account Leads, Recruiters, and internal stakeholders.
• Enter and track worker absences in ATS and VMS platforms and liaise with Payroll as required.
• Process contract revisions and extensions across multiple systems in accordance with established procedures.
• Update pay and bill rates related to changes, increases, corrections, or tenure-based adjustments.
• Complete monthly and quarterly audits and prepare reports for internal teams and client requests.
• Distribute background check completion reports to clients once contractors have commenced work, as applicable.
• Offboard workers by issuing end-of-contract letters, terminating contractors in systems, and coordinating with Accounting as required.
• Provide administrative support for counsel calls and contractor terminations when necessary.
• Manage job requisitions within the ATS, including updating role details, adding job descriptions, and posting roles to the company website.
• Assist with the creation, maintenance, and standardization of offer templates and onboarding documentation.
• Support recruitment and HR initiatives, including special projects, research, and process improvement recommendations.
• Monitor compliance requirements, ensuring background checks are renewed in line with SLAs and client expectations.

Candidate & Contractor Engagement

Manage inbound correspondence through the Engagement Support inbox.
• Respond to candidate and contractor inquiries via phone and email in a timely, professional, and service-focused manner.
• Conduct structured check-in calls and email outreach at key milestones (first day, first month, third month, etc.).
• Screen incoming candidate calls and route inquiries to Recruiters or appropriate team members.
• Perform weekly follow-ups on draft timesheets and distribute reports to relevant internal teams.
• Proactively identify and resolve issues to ensure a high-quality candidate and contractor experience.
• Liaise with background check providers to provide guidance, follow up on outstanding items, and resolve issues.
• Demonstrate initiative, accountability, and a solution-oriented approach in daily interactions.

Knowledge, Experience & Qualifications:

Experience in recruitment coordination, HR administration, or a similar operational support role.
• Experience in a high-volume staffing or VMS-supported environment is an asset.
• Strong working knowledge of ATS and VMS platforms; Bullhorn experience is an asset.
• Proficiency with MS Office and Office 365 tools, including Excel, Word, Outlook, OneNote, SharePoint, and Adobe Acrobat.
• Excellent written and verbal communication skills with the ability to interact professionally with candidates, contractors, internal teams, and clients.
• Strong organizational, planning, problem-solving, and multitasking abilities.
• High attention to detail with the ability to handle sensitive and confidential information with discretion.
• Proactive, adaptable, and service-driven mindset.
• Bilingual in French and English is a strong asset.

Why Join Prime Hires? 
At Prime Hires our mandate is simple – provide top-tier talent to our clients and unsurpassed career opportunities to our candidates while ensuring the best fit for both. We are perfectionists who excel at working to ensure we have a perfect match. With experience spanning almost 3 decades and offices across North America, we have built our reputation on the strong relationships and trust of our clients and candidates. Our expertise is in Temporary, Contract and Permanent placements in Finance, Accounting, Administrative & Clerical, Office Operations, Contact Centre, and Technology.

A Modern, Tech Enabled Search Environment
o    AI-driven capabilities
o    Automation and CRM intelligence (Bullhorn)
o    Deep research capability and advanced market insight tools
o    Hybrid workflow designed for focus, speed, and precision.

Real Leadership Authority
o    Autonomy to shape the Technology Practice
o    Ability to influence direction, structure, and long-term strategy.
o    Clear pathways to expanded practice leadership roles.

Compensation & Benefits
•    Competitive salary 
•    100% employer-paid benefits (medical, dental, vision, wellness, prescriptions)
•    100% employer GRSP match program
•    Development, coaching, and a high-performance environment
•    Hybrid workspace in Markham

“We use AI technology as part of our application review process to assist in screening and assessment. All applications are also reviewed by our recruitment team.”

How to Apply: If you are a motivated professional looking to contribute to a leading team, please submit your resume outlining your qualifications and experience relevant to this role. Robertson values diversity and is committed to creating an inclusive workplace. We invite all qualified individuals to apply.

Prime is an equal opportunity employer committed to diversity and inclusion. We are a certified diverse supplier and actively seek to foster a representative and inclusive workforce. We welcome applications from all qualified individuals, regardless of race, color, religion, sex, sexual orientation, gender identity, national origin, age, disability, protected veteran status, Aboriginal status, or any other legally protected factors. Join us in building a diverse and inclusive environment.