Records Management Coordinator Jobs in Boca Raton, FL

Prosegur Global Risk Services (GRS) is the corporate security advisory division of Prosegur, the world's third-largest security company, operating in 34 countries with over 175,000 employees. GRS delivers enterprise-grade protective services, risk intelligence, embedded staffing, and virtual security operations center (vSOC) solutions to Fortune 500 clients across a wide range of industries. Our Risk Operations Center (ROC) in Lowell, MA serves as the operational hub for program delivery, client management, and critical support functions—including the scheduling, billing, and workforce management infrastructure that underpins every service we provide.

GRS is seeking a detail-oriented and operationally proficient Workforce Management Coordinator to serve as the primary day-to-day manager of our workforce management and billing platform. This is a critical operational role focused on the accuracy and integrity of the data that drives our business—employee schedules, job assignments, time and attendance records, and client invoicing across all GRS service lines, including executive protection missions, embedded staffing engagements, intelligence services, and long-term client programs. This role does not involve IT system administration or platform configuration; those functions are managed by Prosegur's corporate IT team. The Workforce Management Coordinator owns the operational data within the platform—entering, maintaining, reconciling, and reporting on the information that keeps GRS schedules accurate and clients billed correctly. This is an on-site position within the GRS ROC in Lowell, MA, requiring consistent availability during core business hours and the ability to respond to time-sensitive scheduling and billing needs. The successful candidate will work closely with the Manager of Risk Operations, client-facing account teams, and GRS finance personnel.

Responsibilities:

Scheduling & Workforce Management

- Build, maintain, and publish schedules for all GRS service types, including recurring embedded staffing assignments, episodic executive protection missions, and project-based engagements

- Coordinate with Operations Managers and Account teams to ensure accurate entry of personnel assignments, shift confirmations, and real-time changes

- Monitor schedule completeness, identify coverage gaps, and proactively flag conflicts or staffing risks to the Manager of Risk Operations

- Maintain up-to-date personnel records within the platform, including assignment history, compliance status, and workforce qualification tracking

Billing, Invoicing & Financial Accuracy

- Generate and review client invoices through the platform, verifying that billable hours, pay rates, billing rates, and service line codes are applied correctly before submission

- Reconcile time and attendance records against scheduled assignments to identify and resolve discrepancies prior to payroll and billing cycle close

- Work with GRS finance and account management teams to resolve billing questions, correct invoice errors, and apply client-specific billing rules accurately

Reporting & Data Integrity

- Generate standard and ad hoc operational and financial reports from the platform to support management decision-making

- Maintain clean, accurate, and audit-ready records across all platform data; identify and correct data quality issues proactively

- Support internal and client-facing audits by producing accurate documentation of scheduling activity, billing records, and workforce deployment history

Qualifications:

The ideal candidate will bring one or more of the following:

- Direct WinTeam experience in an operations coordinator, scheduling, or billing role within a security, staffing, or services company (strongly preferred)

- 3+ years managing scheduling, workforce data, or billing records within a workforce management or enterprise billing platform in a service-delivery environment

- Demonstrated experience with billing or invoicing workflows, including rate management, invoice generation, and reconciliation against time and attendance records

- Background in security operations, staffing agencies, managed services, healthcare, or other industries with complex multi-client scheduling environments

- Familiarity with payroll fundamentals, bill rate vs. pay rate structures, and overtime considerations in a multi-state context

- Associate's or Bachelor's degree in Business Administration, Finance, Operations, or a related field—or equivalent work experience

GRS values demonstrated competency over platform-specific credentials. Candidates without direct WinTeam experience are encouraged to apply if they can demonstrate proficiency in analogous roles.

At Prosegur, we make our world safer by taking care of people and businesses while remaining at the forefront of innovation. Every day, we work to secure what our clients value most, from their families to their assets, from their reputation to their networks, and from their money to their cloud. As the 3rd largest security services provider, our 175k+ team members in 36 countries combine and adapt global best practices to match the unique nature of each market we serve and partner with Electronic Security, Global Risk Services, CyberSecurity, and Remote Services (iSOC) divisions to create meaningful ‘Hybrid Security' solutions for Prospects.