about Randstad

Randstad is the world's largest talent company and a partner of choice to clients. We are committed to providing equitable opportunities to people from all backgrounds and help them remain relevant in the rapidly changing world of work. We have a deep understanding of the labor market and help our clients to create the high-quality, diverse, and agile workforces they need to succeed. Our 46,000 employees around the world make a positive impact on society by helping people to realize their true potential throughout their working life.

about Randstad Global Capability Center

Randstad Global Capability Center is responsible for strategic delivery for Randstad markets and businesses globally. Through our centers of excellence of talent services, human resources, finance, IT, and marketing, the Global Capability Center is a high growth and acceleration enabler as we become the world's most equitable and specialized talent company. To realize this goal, we are expanding and strengthening our finance capability center and this role specializes in managing timesheet and expense management framework for our Netherlands team.

The Mid-Office Coordinator is responsible for managing the administrative tasks required for the successful placement of temporary employees (Talents) with clients. This role ensures strict compliance with current labor legislation and Group internal processes. As a key player in operational performance, the coordinator actively contributes to the continuous improvement of administrative workflows across one or more regions.

In this role, you will have a clear set of responsibilities. However, as our organization is constantly evolving, you may be asked to contribute to projects or tasks not explicitly outlined in this job description. We value a flexible mindset and the ability to look beyond your core remit.

Key Responsibilities

Client Configuration & Optimization (Osmose)

Manage and improve client settings within the Osmose system.
Support Consultants, Account Managers, or Process Managers in creating and linking complex payroll rules.
Optimize administrative processes, including contract management, HR templates, time-clock imports, and Vendor Management Systems (e.g., Pixid).
Conduct weekly operational reviews and monthly post-payroll audits with agencies to ensure data quality.

Talent File Management

Follow up with Talents to secure and validate registrations in Osmose.
Monitor medical fitness compliance (scheduling exams, updating files, and tracking summons).
Ensure the timely renewal of professional certifications (CACES), authorizations, and residence permits.
Generate risk assessment reports and mandatory monthly editions.

Contract Management

Draft and issue temporary work contracts (CTT) and assignment contracts (CMD).
Manage framework contracts (contrats chapeaux) and specific assignment letters for CDII (Permanent-Interim) contracts.
Ensure all contracts are systematically signed.

Payroll Processing & Expenses

Collect all timesheets and variable payroll data (absences, bonuses, etc.) from teams, clients, or Time & Attendance (GTA) tools.
Enter and audit timesheets in Osmose for compliance.
Manage weekly follow-ups for missing supporting documentation.
Process down payments (advances) within established deadlines.
Audit and reintegrate professional expenses in accordance with URSSAF regulations.

Support & Dispute Resolution

Staff the dedicated telephone hotline for client and Talent inquiries/claims.
Monitor contracts without defined end-dates and resolve anomalies.
Manage the recovery of overdue invoices (excluding commercial disputes).
Identify and flag overpayments for recovery.
Handle administrative processing of wage garnishments and absence justifications.

Digital Transformation

Promote and encourage the use of digital solutions (Client Portal, Youplan, Talent App, e-invoicing, and digital pay slips).

Key Skills & Competencies

Good experience of working with data, preferably in Microsoft Office (Excel, Word) and Google Suite products (Gmail, Google Sheets including VLOOKUP and basic formulas, shared drives) Excel or Google sheets.
Strong process ownership and accountability to drive positive outcomes for self
Ability to work under tight deadlines well skilled at multi-tasking
Ability to respond to customer needs with speed and accuracy with strong focus on customer service excellence.
Troubleshoot, identify and report any potential identified issues.
Ability to multi-task and deliver with excellence is an essential requirement of the role.
Willingness and eagerness to learn; is curious and demonstrates adaptability to accommodate process priorities.
Strong written and verbal communication skills. You should be comfortable to reach out to colleagues, supervisors or stakeholders, can explain clearly what the key messages are and deliver business solutions accordingly.
Prior experience of working in salesforce tools is an added advantage.
Payroll & Billing: Strong understanding of payroll mechanisms and anomaly detection.
IT Systems: High comfort level with business software (Osmose), VMS platforms (Pixid, Fieldglass), and automation tools (RPA).

Education & Other Qualifications (Required and Preferred):

Bachelor's degree in commerce
Minimum of 3-4 years of experience in administration / financial accounting / similar work profile
Prior experience of working on in timesheet and payrolling is a must

Workdays: Monday to Friday

Daily Hours: 9 hours per day (includes 1 hour of break each day)

Shift Timings: 8 am to 5 pm CET (flexibility to work timings needed during the month end and other deadlines.

Reporting Line: You will be reporting into the team lead

Your development at Randstad:

At Randstad, your growth and development are central. We believe in training talent and offer you an ideal working environment where you learn a lot. You will receive plenty of learning and development opportunities. We are happy to discuss your ambitions with you and look together at the direction in which you want to develop. You contribute to new developments and the continuous improvement of our services.

associate specialist, mid office payroll.

Associate Specialist, Mid Office Payroll