Staffing Coordinator

23 hours ago

4 min read

Title: Staffing Coordinator

Company: XMC Sponsorship & Experiential Marketing Agency

Team: Staffing Solutions

Type: Full Time

Salary Range: $45,000 - $55,000

Location: Toronto/GTA - Hybrid Role (Minimum 3 days/week in office)

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 organized and motivated Staffing Coordinator to support the recruitment, scheduling and execution of experiential marketing programs across Canada.

The successful candidate is a strong communicator who thrives in a fast-paced environment, can manage multiple priorities and takes ownership of staffing needs from recruitment and interviewing through scheduling, program execution and reporting.

We’re looking for someone who is proactive, adaptable and ready to take on the exciting, ever-changing nature of experiential marketing.

CORE RESPONSIBILITIES

Recruitment and Program Management

Recruit, interview, onboard and support the retention of Brand Ambassadors, Team Leads and other field staff.
Source candidates through multiple recruitment channels including referrals, social media, job boards, networking and career fairs.
Build and maintain talent pipelines across assigned markets.
Maintain accurate candidate records and staffing databases.
Attend college/university career fairs and recruitment initiatives as required.

Staffing Operations & Program Execution

Coordinate staffing requirements for assigned programs to ensure activations are fully staffed and activation ready.
Manage scheduling, shift fulfillment, replacements and contingency planning.
Monitor staffing coverage and resolve day-to-day staffing challenges.
Communicate schedules, program details and expectations to field teams.
Monitor employee attendance during training and live activations.
Provide operational support during live activations.
Ensure staffing deliverables and timelines are met.
Escalate significant staffing risks or issues to the Staffing Manager as required.

Training, Coaching & Field Support

Support and facilitate virtual and in-person training sessions for Brand Ambassadors and Team Leads.
Coach field teams to support consistent execution and brand representation.
Monitor staff performance and provide constructive feedback.
Recognize high-performing talent and identify potential future Team Leads.

Reporting, Payroll & Compliance

Maintain accurate staffing and scheduling records across multiple programs and shifts.
Input, review and approve field staff timesheets and expenses.
Upload payroll documentation to appropriate systems and folders.
Add and maintain employee information in Dayforce.
Support staffing reporting and ensure required program documentation is completed accurately and on time.

Operational Excellence

Work collaboratively with the Staffing Solutions and Account teams to support successful program execution.
Communicate staffing updates, challenges and outstanding requirements to internal teams.
Contribute ideas and recommendations to improve staffing and recruitment processes.
Demonstrate a positive, solutions-oriented attitude and willingness to support fellow team members.
Take ownership of assigned responsibilities and consistently deliver against expectations.
Remain flexible and adaptable within a fast-paced environment, including occasional evenings and weekends as required.

QUALIFICATIONS

Post-secondary education in Business, Marketing, Human Resources or a related field.
1–2+ years of experience in staffing, recruitment, experiential marketing, events or another fast-paced people-focused environment.
Experience with recruitment, interviewing, scheduling and/or coordination of employees considered an asset.
Previous experience in experiential marketing, promotions, retail, hospitality, events or customer service considered an asset.
Experience with Dayforce/Ceridian, ATS platforms or workforce management systems considered an asset.
Strong organizational and time-management skills with the ability to manage multiple priorities.
Strong verbal and written communication skills.
Strong attention to detail and administrative accuracy.
Proactive and solutions-oriented with the ability to respond effectively to last-minute changes.
Proficiency in Microsoft Office, including Excel, Word and Outlook.
Previous leadership or Team Lead experience considered an asset.
Ability to work independently and collaboratively within a team.
Willingness to work occasional evenings, weekends and onsite activations as required.

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 Madelaine Thomson: madelaine@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.