Staffing Coordinator

XMC is seeking a high-performing and driven Staffing Coordinator to join Canada’s Official Experiential Marketing Agency. This is an exciting opportunity for a motivated individual to own the full lifecycle of staffing across a diverse range of national marketing programs.

Overall Staffing Operations
- Support the XMC Staffing Solutions (XSS) business unit and management across all staffing projects
- Execute target-right recruiting strategies and contribute to long-term staff retention
- Obtain and fulfill staffing requests accurately and efficiently
- Maintain accurate, up-to-date staff rosters
- Support the development and implementation of external staffing policies and procedures
- Ensure compliance with labor laws and industry regulations
- Analyze staffing data and generate performance reports to drive continuous improvement and client updates
- Maintain strong relationships and communication with internal stakeholders, external clients, and store managers
- Ensure timely completion of staff feedback reports and act on insights received
- Leverage retail demo experience to strengthen program strategy, staff training, and on-site execution
- Monitor and update account teams in real time regarding program shifts or issues
- Implement contingency plans and offer rapid problem-solving solutions as challenges arise

Recruitment & Program Management
- Develop, post, and manage job descriptions based on campaign needs
- Secure coverage for vacant shifts and coordinate rotating staff schedules
- Track and manage daily/weekly check-ins and check-outs for all field staff
- Monitor staff activity and attendance through activation check-ins, training logs, and real-time communication tools (e.g., WhatsApp groups)
- Coordinate staff deployment across multiple shifts, markets, and time zones, ensuring full coverage
- Maintain strong communication with field staff to support punctuality, brand messaging, and professionalism
- Coordinate national travel logistics and accommodations for staff and managers involved in cross-country campaigns

Payroll & Administration
- Maintain accurate tracking systems for shift scheduling and payroll
- Input, review, and approve staff timesheets and expense submissions
- Upload payroll documents to the appropriate folders and internal systems
- Add staff to scheduling software and ensure complete and accurate employee data
- Work with Ceridian payroll systems and/or ATS as required

XMC Culture & Morale
- Contribute to a positive team culture by sharing ideas, offering support, and maintaining an upbeat, collaborative attitude
- Demonstrate an unparalleled work ethic, reliability, and flexibility, including willingness to work irregular hours
- Show initiative and leadership qualities in all aspects of the role
- Display a commitment to integrity, professionalism, and continuous improvement
- Bring superior problem-solving skills and a desire to exceed expectations in every task

Qualifications & Experience Required:

- Post-secondary education in Business, Marketing, Human Resources, or a related field
- Minimum 2 years’ experience in a recruitment, staffing, or field team management role
- Minimum 2 years’ experience in retail demo programs with hands-on knowledge of program execution
- Proven experience in sales, customer service, experiential marketing, or field marketing environments
- Extensive network of Brand Ambassadors
- Strong organizational and multitasking skills, with the ability to manage multiple shifts, schedules, and markets simultaneously
- Excellent time management, communication, and interpersonal skills

**Job Types**: Full-time, Permanent

Pay: From $40,000.00 per year

Schedule:

- Monday to Friday
- Weekends as needed

**Language**:

- English (preferred)

Work Location: Hybrid remote in Toronto, ON M5V 2P2