Staffing Agency Program Manager

Job Summary

Manages the company's staffing agency (contingent workforce) program end-to-end: the central point of contact between the business, Talent Acquisition, and external staffing/recruitment agencies.

This is a hands-on, individual-contributor role — the person in this seat will personally execute the day-to-day work described below (not just set direction or oversee from a distance): running the daily agency communications, building and maintaining the trackers, chasing down missing documentation, reconciling invoices and hours, and following up directly with agencies and hiring managers to keep things moving.

Helps build and manage governance, documentation, and processes that make the agency ecosystem run predictably — onboarding/offboarding, performance and compliance monitoring, invoicing coordination, and continuous improvement — while also rolling up sleeves to support broader TA initiatives (employer branding, reporting, process improvement, projects). Reports to the Director of Talent and Development.

Key Responsibilities

Program Ownership & Agency Relationships

• Primary responsibility will be to run the overall staffing agency program day-to-day; act as the main point of contact for internal stakeholders and external staffing partners.

• Build and maintain strong, professional relationships with staffing and recruitment agencies through regular, direct contact.

• Directly handle agency communication, meetings, updates, and ongoing activities — this is hands-on coordination, not delegated oversight.

• Ensure stakeholders have clear information on processes and responsibilities, proactively communicating updates rather than waiting to be asked.

• Act as escalation point for hiring managers and agencies on issues (rate disputes, candidate quality, SLA breaches, contract questions).

Performance Management & Reporting

• Define and actively track SLAs/KPIs — e.g., time-to-fill, fill rate, submission-to-interview ratio, offer-accept rate, quality of hire, agency spend, and rate card compliance — following up on performance day-to-day and running regular (monthly/quarterly) business reviews with top agencies.

• Produce regular TA/vendor dashboards for leadership (spend, headcount fulfilled via agencies vs. direct sourcing, time-to-fill trends, vendor scorecards).

• Identify opportunities to improve efficiency, quality, and cost-effectiveness within the agency program, and drive the fixes through to completion.

Governance, Process & Documentation

• Establish clear ways of working, processes, guidelines, and governance for collaboration with external agencies, and personally maintain them going forward.

• Personally maintain and continuously improve documentation, agreements, processes, guidelines, and program materials.

• Execute the administration of the program directly: onboarding/offboarding agencies, access provisioning, documentation, invoicing coordination, and other recurring admin activities.

• Lead change management for new processes, systems, or policy updates — including training/enablement sessions for hiring managers and recruiters.

Vendor & Contract Management

• Support negotiations, supplier reviews, and other vendor management activities as required, including maintaining an approved-agency panel/preferred supplier list with tiering (preferred/backup), exclusivity or off-limits agreements, and rotation rules.

Worker-Level Tracking & Administration

A core, ongoing part of this role is maintaining accurate, up-to-date tracking across the contingent workforce so the business always has visibility into who is engaged, under what terms, and whether required checks are complete.

• Company screening — track completion status of background checks, reference checks, and any other pre-engagement screening required by policy for each agency worker; follow up with agencies on outstanding or expired screenings and flag gaps before start dates.

• Additional information — maintain a record of supplementary worker details needed for compliance or admin purposes (e.g., start/end dates, cost centre, manager, location, equipment/access needs, confidentiality agreement status) and ensure it's collected consistently across agencies.

• Work permit / right-to-work — track work permit and visa status and expiry dates for contingent workers where applicable; ensure documentation is verified and on file, and proactively flag upcoming expirations to the business and agency.

• Hours worked — track and reconcile submitted/approved hours (or timesheets) against invoices to catch discrepancies, overtime, or utilisation issues before billing; flag patterns that may indicate misclassification or scope creep.

• Dispositions — maintain accurate disposition records for agency-submitted candidates (e.g., submitted, interviewed, rejected, withdrawn, placed) with reasons, both for reporting accuracy and to give agencies clear, actionable feedback.

• NDAs / confidentiality agreements — track execution status of NDAs and any other required agreements for agency workers and the agencies themselves, and follow up on renewals or gaps.

• Conversion tracking — maintain a log of contract-to-hire (conversion) activity — requests, agency conversion fees/terms, approval status, and timing — to ensure conversions follow agreed contractual terms and are reported accurately.

• Tenure / assignment limits — monitor assignment length against any policy or legal caps on contractor tenure, and flag workers approaching those limits.

• Central tracker ownership — own and maintain the master tracking sheet or system (e.g., in the VMS, or a shared tracker) covering the above data points, and provide regular status reports to TA, HR, Legal, and hiring managers.

Performance Improvement Plans (PIPs)

• Oversee and track PIPs for underperforming agency workers in partnership with the hiring manager and the agency's account manager; ensure the agency is looped in early, milestones and timelines are documented, and outcomes (extension, exit, conversion) are tracked to closure.

Talent Acquisition Support

• Support the TA team with recruitment processes, initiatives, and general coordination/project support as needed.

• Contribute to continuous improvement of TA processes, tools, ways of working, candidate experience, and operational routines.

• Support employer branding initiatives and activities in collaboration with relevant stakeholders.

• Coordinate and support TA projects, campaigns, and events.

• Assist with reporting, data collection, and analysis related to Talent Acquisition.

• Partner cross-functionally with Procurement, Finance, Legal, HR Business Partners, and hiring managers — this role sits at the intersection of TA, Procurement, and Legal more than most TA roles.

Systems Administration

• Own and administer requisition workflows and approvals in the VMS, and provide user support/training for hiring managers.

Budget & Compliance Oversight

• Manage budget/spend visibility for the agency program — even without formal P&L ownership, track spend against forecast and flag variances.

• Ensure compliance with labour law, worker classification (contractor vs. employee), data privacy, and any conversion/contract-to-hire terms; partner with Legal/Compliance on audits.

Accountability / Authorisation

• Budget responsibility: Spend visibility and tracking (no formal budget approval authority)

• Direct reports: N — this is a hands-on individual-contributor role; the person is expected to execute the work personally, not manage it through others

• Work environment responsibility: Y/N

• All employees are accountable for complying with safety regulations and actively supporting a safe workplace.

Requirements

Qualifications and Experience

Required

• Minimum 7–8 years of overall Talent Acquisition experience, including at least 5 years focused on contingent workforce, MSP/VMS program management, staffing operations, or vendor/procurement management.

• Experience coordinating programs, projects, suppliers, or multiple stakeholders.

• Strong organisational and administrative skills, with attention to detail.

• Excellent communication skills and ability to build relationships across functions and levels.

• Ability to work independently, take ownership, and drive activities forward.

• Comfortable in a dynamic environment with multiple priorities and stakeholders.

• Strong written and verbal English.

• Relevant university degree or equivalent experience (HR, Business Administration, Communications, or related).

• Understanding of worker classification and labour law basics relevant to contingent labour.

Preferred

• Experience working with external partners, suppliers, or recruitment/staffing agencies.

• Swedish language skills.

Specific Skills & Knowledge

Required

• Program & project management — coordinating multiple activities, stakeholders, timelines.

• Vendor management — managing external partners, setting expectations, following up on performance.

• Stakeholder management — collaborating with hiring managers, HR, TA, procurement, finance, and suppliers.

• Communication — clear, structured, professional, written and verbal.

• Process management — creating, documenting, implementing, and improving processes.

• Administration & organisation — managing documentation, data, systems, recurring admin work.

• Problem solving — proactive, pragmatic issue resolution.

• Continuous improvement — challenging existing ways of working.

• Advanced Excel — building/maintaining KPI dashboards, pivot tables, and formulas; interpreting spend and performance data.

• Software & systems proficiency — advanced experience with SharePoint, DocuSign, and PowerPoint, plus comfort with an ATS (Workday preferred) and other HR/TA systems and collaboration tools.

• Negotiation — rate cards, contract terms, SOWs, and SLAs.

• Change management / training delivery — rolling out new tools or processes to hiring managers.

Preferred

• VMS platform familiarity (e.g., Beeline, SAP Fieldglass, or similar).

• PMP or similar project/program management certification.

• Experience running or supporting a Managed Service Provider (MSP) relationship, not just individual agencies.

• Experience with DEI-related sourcing metrics as part of vendor scorecards.

• Global/multi-region experience if the company operates across borders (regional compliance differences).