Site Liaison

International SOS is the world’s leading medical and security services company with over 12,000 employees working in 1,000 locations in 90 countries. We were founded on the principle of putting our clients’ employees first and this is still true today.

About the role

The Site Liaison Officer provides quality logistical support and liaison with rotational staff in area of responsibility which will lead to professional and efficient service delivery to the client.

This is a full-time Monday to Friday role (8:00 am to 4:30 pm). Monday to Thursday are in office; Fridays are remote/work from home days.

Key responsibilities

1. LOGISTICS
1.1. Rosters and Rotations

• Develop the roster for each staff member on each site in the current rostering system as per the applicable P&Ps. Aim for 3 months in advance (In conjunction with OC/PM/OD).
• Share or publish the roster to each staff member after it is developed and obtain their confirmation.
• Changes to the roster by the staff should be agreed with their back-to-back or cross shift or leave relief and the changes reflected in the rostering system providing they are in line with their rotation schedule.
• Maintain rostering system with necessary updates or changes as they occur.
• Notify recruitment/OC/PM/OD with locum needs well in advance to source suitable coverage.

1.2. Flight, Travel and Accommodation Arrangements

• Arrange flights and other travel for each rotation 4 to 6 weeks before the rotational date for routine rotations according to the company travel policy or the client contract.
• Communicate the flights itinerary to the staff member and seek agreement on the itinerary before ticket issuance.
• Document flight information in rostering system for tracking purposes.
• Arrange accommodation, if required, according to the travel and entertainment policy.
• Arrange ground transportation, if applicable.
• Document all arrangements on rostering system for the applicable rotation and get/keep client approvals where applicable.

1.3. Communication with Client and Staff

• Inform the client of the arrangements and arrival date of staff to arrange meet-and-greet service and transfer to site and ensure confirmation is received, where required.
• Ensure meet & greet arrangements are communicated to staff before deployment.
• Send a mobilization notification to staff with e-tickets, other arrangements, and any other instructions for each rotation and ensure confirmation is received.
• Ensure to use the standard deployment email for the first rotation.
• Send the new staff any site and client information where needed and the travel security policy.
• The staff contact details should be updated when changed in the MyHR system.

2. HUMAN RESOURCES
2.1. Timesheets

• Ensure all reporting staff appropriately enter their time in the payroll system on a biweekly basis.
• Verify timesheet information against agreed roster, highlighting any inconsistencies to applicable staff member and relevant OC/PM/OD.
• Ensure all payroll entries are approved following roster verification in time for payroll processing on a biweekly basis.
• Receive timesheets of all staff as per the Timesheet P&Ps for preparation of Payroll report and for billing purposes (signed by client where required).
• Site staff member to upload the month end final approved timesheet on Oryx Connect and then approve it.

2.2. Expenses

• Site staff member to upload all expenses on Oryx Connect and then approve it accordingly with escalation where needed to OC/PM/OD.
• Provide Payroll with an accurate report of all expenses that must be refunded to the staff from Oryx on time for payroll and also upload all expenses that must be recharged in the billing folder for the applicable month on time.

2.3. Recruitment of new staff

• Monitor the recruitment process to ensure that you have a replacement in time.
• Submit CV to the client for approval when the Medical Director/OC/PM/OD approves the CV.
• Push out internal job vacancies to all PRN employees as required.
• Liaise with Recruitment and HR for all additional staffing requirements and changes.

2.4. Mobilization of new staff

• Arrange logistics for induction/training needs in the Baton Rouge office where applicable.
• Complete steps as outlined in the mobilization checklist in Oryx.
• Arrange logistics for deployment to site.
• Ensure to provide information on ADP and expense management to all employees.
• Determine uniforms requirements and work with Supply Chain process to issue to staff.
• Ensure to provide soft copies of the timesheet template, expense claim form, medical claim form.

2.5. Resignations/Terminations

• When notified by OPS Management or the Medical Director that an employee is to be terminated or will resign, notify Human Resources and Recruitment teams.
• Complete steps as outlined in the demobilization checklist in Oryx.

3. STAFF AND SITE LIAISON

• Develop a good working relationship with site staff.
• Reply to e-mail and telephone calls promptly.
• Refer any actual or potential problems that may damage client or staff relationships to applicable OC/PM/OD.
• Actively seek information or solutions to staff’s logistical issues and give feedback to staff by next working day (if not an emergency).
• Refer all non-logistical issues to relevant departments (i.e., Medical Support via the RC); it is not the responsibility of the SLO to solve these problems, but to ensure it is attended to.
• Log calls to staff as well as follow up actions on rostering system
• Obtain a Birthday report from ADP and ensure that staff is congratulated on birthdays and other significant days. Inform senior management of any significant events you become aware of.
• Ensure that Oryx is updated with medical staff details including all required certificates as per Oryx position qualification setup, also remind them of what’s outstanding and when due. Reflect changes to staff details including contact numbers and email addresses in the system (inform HR to update MyHR).

4. CUSTOMER SERVICE

• Ensure high standard of customer satisfaction by taking a hands-on, personal, and direct approach.
• Encourage a culture of customer service amongst staff and colleagues.
• Promote teamwork with all staff and colleagues.
• Display a positive attitude to staff and clients.

5. REPORTS

• Upload monthly reports to Oryx as received from sites and check all sites reports uploaded into MSRC.
• Upload monthly report amendments as received from OC/PM/ODs.

6. GENERAL AND ADMINISTRATIVE RESPONSIBILITIES

• Update Oryx to ensure that we have all required documents, for example:

o Driver’s License
o License/registration documents
o Copies of required qualifications as applicable to the position and site assigned

• Attend weekly meetings as directed by your manager to report on and discuss issues relating to the operation and improvement of services and activities.
• Provide accurate back up documentation in order to bill client on time every month.
• Perform any other duties as required and directed from time to time by your manager.

About you

Required Skills and Knowledge

• Professional written and verbal communication skills
• Excellent computer skills
• Time management
• Team player
• Leadership
• Cultural awareness
• Able to adapt to a fast paced and changeable environment.

Required Work Experience

• 3-5 years of experience in logistics, travel, administration, and customer service.
• Microsoft 365 and Teams experience is an essential asset.

Required Qualifications

• University Degree optional.

Required Languages

• English language skills (oral and written) essential.
• Knowledge of additional language is a significant advantage i.e. Spanish.

International SOS is an equal opportunity employer and does not discriminate against employees or job applicants on the basis of race, color, religion, gender, sexual orientation, gender identity, national origin, age, disability, genetic information, marital status, amnesty or status as a covered veteran in accordance with applicable federal, state and local laws.

Job Type: Full-time

Pay: $50,000.00 - $58,000.00 per year

Benefits:

• 401(k) matching
• Dental insurance
• Life insurance
• Paid time off
• Vision insurance

Schedule:

• 8 hour shift
• Day shift
• Monday to Friday

Application Question(s):

• What are your salary expectations?

Work Location: In person

Salary : $50,000 - $58,000