External Workforce Assistant

D-ploy is an IT and Engineering Solutions company with operations throughout the EMEA region including Switzerland, Germany, Czech Republic, Austria, UK, as well as the USA.

We pride ourselves on delivering innovative and superior services and solutions to numerous industry-leading clients. By building relationships and trusted partnerships within the IT community, we optimize our customer's IT productivity and contribute to the organization's success and value.

We are interested in talking to engaging, flexible, and solution-oriented individuals who are looking to become a part of a dynamically growing and international organization. We are focused on creating value where IT counts, join us

Tasks and Responsibilities

We are looking for a detail-oriented, proactive, and highly organized External Workforce Administrative Assistant to join our team. In this role, you will provide essential administrative support to the External Workforce Team, helping manage processes such as contract creation, lifecycle tracking, onboarding and offboarding coordination, and ensuring document compliance.

Your main focus will be on supporting the administrative processes related to external workers, ensuring smooth operations and compliance with internal standards and timelines. This role does not involve vendor management.

We are seeking someone with previous experience supporting HR or workforce administration functions, with a good understanding of employee lifecycle processes and documentation requirements.

• Serve as the first point of contact for inquiries related to external workforce administration, ensuring timely and accurate responses.
• Provide daily administrative support to senior external workforce coordinators and managers.
• Prepare and manage contract documentation, including service contracts, purchase orders, statements of work, and amendments.
• Support contract lifecycle management activities, including initiating, tracking, and updating changes in status across systems.
• Maintain accurate and up-to-date workforce records, ensuring compliance with confidentiality and data protection requirements.
• Coordinate and support the onboarding and offboarding process for external workers, ensuring a smooth and compliant experience.
• Act as a communication bridge between internal stakeholders and external parties on matters related to workforce administration, documentation, and status updates.
• Perform regular data entry and recordkeeping tasks in relevant tools and platforms, ensuring data accuracy and completeness.
• Assist in compiling, analyzing, and reporting on external workforce metrics to support operational decision-making.

• Minimum of 2 years of experience in administrative support, ideally within Human Resources, Workforce Administration, or Contract Management.

• Exposure to HR processes such as onboarding, employee documentation, or contract coordination is highly desirable.

• Previous experience working in a corporate and/or multicultural environment is highly valued.
• Knowledge of contract and procurement processes (e.g., purchase orders, service agreements, and contract lifecycle workflows) is preferred.
• Strong IT proficiency, particularly with Microsoft Office Suite (Excel, Outlook, Word, Teams); experience with workforce or contract management tools is a plus.
• Excellent communication and interpersonal skills, with the ability to collaborate effectively across teams and with external parties.
• Demonstrated organizational skills and attention to detail; able to manage multiple tasks and deadlines independently.
• Positive, proactive mindset with strong problem-solving skills and a willingness to adapt in a fast-paced, evolving environment.
• Fluency in English (written and spoken) is required; additional languages are an asset.
• Candidates must provide a criminal record extract that is no more than three months old.

• Flexible working conditions

• Fishing for Friends program – our referral program

• Further development and professional advancement
• Friendly and international working environment

Is IT in your DNA?