Senior Staffing Coordinator
- 11 hours ago
- 4 min read
Title: Senior Staffing Coordinator
Company: XMC Sponsorship & Experiential Marketing Agency
Team: Staffing Solutions
Type: Full Time
Salary Range: $55,000 - $65,000
Location: Toronto/GTA - Hybrid Role (Minimum 3 days/week in office)
Apply to: shawna@xmc.ca
COMPANY OVERVIEW
XMC is an award winning Canadian based marketing agency that believes Experience is Everything. This belief informs our strategic approach for creating organic moments and delivering consumer engagements that capture interest and drive memorable campaigns. Our data first thinking allows us to integrate the consumer experience through multiple channels including Sponsorship, Experiential Marketing™, and media that deliver beyond expectations for brands.
ROLE OVERVIEW
XMC is seeking an experienced and highly organized Senior Staffing Coordinator to support the planning, recruitment, staffing and execution of experiential marketing™ programs across Canada.
As a senior member of the Staffing Solutions team, this role is responsible for delivering exceptional staffing operations while partnering closely with Account Managers, clients, field teams and internal departments to ensure programs are executed seamlessly.
The successful candidate brings strong recruitment and workforce-operations expertise, excellent organizational skills and a passion for developing high-performing field teams. They thrive in a fast-paced environment, proactively solve problems, provide guidance to junior team members and take ownership of staffing execution from recruitment through post-program reporting.
CORE RESPONSIBILITIES
Recruitment & Talent Acquisition
Lead recruitment, interviewing, onboarding and retention of Brand Ambassadors, Team Leads, Tour Managers and specialized field talent
Develop proactive recruitment strategies to build and maintain a high-quality national talent pipeline
Source candidates through multiple recruitment channels including referrals, social media, job boards, networking and career fairs
Maintain accurate candidate records and staffing databases
Identify and develop future Team Leads and high-performing field talent
Staffing Operations & Program Execution
Develop staffing plans and deployment schedules in partnership with Account Teams and clients
Coordinate staffing requirements to ensure programs are fully staffed and activation ready
Manage scheduling, shift fulfillment, replacements and contingency planning
Monitor staffing coverage and proactively resolve staffing challenges
Provide real-time operational support during live activations
Ensure staffing deliverables, timelines and program expectations are met
Client & Account Support
Partner with Account Managers to support staffing planning and program execution for assigned client accounts
Participate in client planning meetings and provide staffing expertise and operational recommendations
Communicate staffing updates, potential risks and recommended solutions throughout program execution
Build strong working relationships with client contacts while supporting onsite program delivery
Support post-program debriefs with staffing insights and operational learnings
Training, Coaching & Field Leadership
Lead virtual and in-person training sessions for Brand Ambassadors and Team Leads
Maintain and continuously improve training materials and onboarding resources
Coach field teams to ensure consistent execution and brand representation
Monitor staff performance and provide constructive feedback and development opportunities
Recognize high-performing talent and support succession planning
Logistics & Operational Coordination
Coordinate uniforms, branded apparel, event kits and staffing materials with internal departments and external partners
Support staffing logistics including travel, accommodations and courier requirements where applicable
Ensure field teams receive all required materials and information before each activation
Assist with inventory tracking and replacement requests as required
Reporting, Payroll & Compliance
Review field reports, photos and program documentation to ensure reporting accuracy and quality
Track staffing KPIs including fill rates, attendance, retention and reporting compliance
Support payroll processing through accurate review of timesheets, expenses and staffing documentation
Ensure compliance with company policies, employment standards, health & safety requirements and client guidelines
Document staffing issues, incidents and corrective actions when required
Operational Excellence
Identify opportunities to improve recruitment, staffing processes and operational efficiencies
Support the development of staffing policies, SOPs and best practices
Provide day-to-day guidance, share knowledge and mentor junior coordinators while contributing to a collaborative team environment
Embrace new technology and tools that improve operational effectiveness
XMC CULTURE & TEAM CONTRIBUTION
Contribute to a positive team environment through collaboration, support, and idea sharing
Demonstrate a strong work ethic and commitment to exceeding expectations
Maintain flexibility, including willingness to work irregular hours
Exhibit strong problem-solving skills and accountability
Lead by example with integrity and professionalism
EDUCATION, SKILLS & EXPERIENCE
Post-secondary education in Business, Marketing, Human Resources or a related field
3–5 years of experience in staffing, recruitment, experiential marketing or workforce operations
Experience coordinating multiple concurrent programs in a fast-paced environment
Experience recruiting and managing large field teams
Strong client service and relationship-building skills
Experience with Dayforce/Ceridian, ATS platforms and Microsoft Office (Excel, Word, Outlook)
Knowledge of experiential marketing, event staffing or promotional marketing is preferred
Excellent time-management and organizational skills
Ability to work effectively under pressure and demonstrate resilience in high-stress environments
Ability to work effectively both independently and as part of a team
Strong verbal and written communication skills
Availability to support occasional evening and weekend activations, travel and onsite program requirements, as needed
XMC's VALUES
X-Factor Excellence: We aspire to work with people who treat others with empathy and respect, champion positive candor, and foster resilience to bounce back from challenges with a positive mindset.
Trust & Credibility: We take ownership of our actions, pursue excellence through high standards, and build trust by establishing a foundation of reliability and credibility.
Culture Creators: We approach challenges fearlessly through a “can-do” approach that earns us the respect of clients. We instill confidence through exemplary leadership, celebrate achievements as a united team and nurture an environment that promotes continuous development for sustained growth.
Harmonious Collaborators: Seamless collaboration allows our teams to achieve our shared goals, encourage curiosity, and foster an open exchange of ideas and perspectives that drive innovation and client success.
RESUME SUBMISSION
Resumes to be submitted in confidence to Shawna Freitas: shawna@xmc.ca
Stay up to date on job opportunities on Instagram: @xmcmarketing
We thank all those who submit applications; however only those candidates selected for an interview will be contacted. XMC is proud to be an Equal Opportunity Employer (EOE). XMC is committed to providing an accessible recruitment process. Accommodations are available upon request for candidates taking part in all aspects of the selection process.
About XMC: Founded in 2006, the XMC Group of Companies and its dynamic team of industry professionals provide strategic counsel, negotiation, execution, data analytics and measurement of sponsorship and Experiential Marketing™ programs and services. By leveraging a shared passion for sport, music, culture and cause, XMC connects with consumers, creates deep engagement, and inspires target action. With over $2.1B in deals negotiated, activated and/or evaluated, XMC delivers client success by taking ownership, inspiring confidence, and exceeding expectations.
