Staffing Coordinator

Bilingual Staffing Coordinator

Title: Staffing Coordinator (MCBC)

Company: XMC Sponsorship & Experiential Marketing Agency

Team: Staffing Solutions

Type: Full Time

Salary Range: $45,000 - $50,000

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

Apply to: ***email_hidden***

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 a highly organized and energetic Bilingual (English/French) Staffing Coordinator to support the execution and growth of our Staffing Solutions business, with a focus on the Quebec market and alcohol beverage portfolio.

Working closely with internal teams, this role is responsible for recruiting top talent, fulfilling staffing requests, coordinating schedules, and supporting seamless program execution across multiple markets. The Staffing Coordinator will manage real-time staffing logistics, track attendance, and maintain accurate records across systems, while ensuring programs are fully staffed, on time, and on budget.

This role also supports onboarding, training, and payroll administration, and requires strong communication skills to effectively engage French-speaking staff and partners. Experience or interest in alcohol beverage programs is an asset, along with an understanding of the fast-paced, high-volume nature of experiential marketing.

The ideal candidate is detail-oriented, adaptable, and solutions-focused, with the ability to manage multiple priorities and deliver consistently high-quality results in a dynamic environment.

CORE RESPONSIBILITIES

Overall

• Support the XMC Staffing Solutions (XSS) business unit across all projects
• Contribute to the on-time, on-budget delivery of client programs, including daily/weekly planning, execution, and reporting
• Lead targeted recruitment and staff retention efforts in both English and French
• Accurately track and manage staff check-ins/outs during live event programming
• Support the development and implementation of external staffing policies and procedures
• Maintain accurate and up-to-date staffing rosters (contact lists, employee profiles, etc.)

Recruitment and Program Management

• Host candidate interviews, orientations, and training sessions
• Attend college and university career fairs to source talent
• Secure coverage for vacant shifts and last-minute changes
• Coordinate staffing to meet program and client requirements
• Monitor attendance during trainings and live activations
• Manage and monitor WhatsApp groups for real-time communication
• Build and maintain schedules for rotating staff

Payroll

• Maintain accurate systems for tracking staff hours across multiple shifts
• Input, review, and approve staff timesheets and expenses
• Upload and organize payroll documentation in designated systems
• Add staff to Dayforce and ensure data accuracy
• Work within Ceridian payroll systems and/or ATS platforms

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

IDEAL CANDIDATE

• Bilingual (English/French), confident, and capable of leading teams across multiple regions, including Quebec
• Thrives under pressure and demonstrates resilience in fast-paced environments
• Strong communicator with excellent interpersonal skills
• Highly organized, reliable, and results-driven
• Solutions-oriented with strong problem-solving abilities
• Comfortable managing multiple priorities, deadlines, and market-specific needs
• Well-connected within the Brand Ambassador / field staffing community is an asset
• Proficient in Microsoft Office and social media tools

EDUCATION AND EXPERIENCE

• Post-secondary education in Business, Marketing, HR, or a related field
• Minimum 2 years’ experience in high-volume recruitment or staffing
• Experience in experiential marketing, event operations, or field marketing is an asset
• Familiarity with Ceridian (Dayforce) payroll systems and/or ATS platforms
• Experience in recruitment, scheduling, and deployment of field staff
• Background in promotions, retail, hospitality, or customer service is an asset
• 2+ years of leadership or team management experience (managing 5+ staff) preferred

REQUIREMENTS

• Must be legally eligible to work in Canada
• Bilingual fluency in English and French (spoken and written) is required to support the Quebec market
• Full G driver’s license with a clean driver’s abstract (access to a vehicle considered an asset)
• Access to a cell phone with data/Wi-Fi capabilities required
• Availability to travel between markets and work evenings/weekends as required

WHY WORK WITH US?

• Lead and support high-performing teams across exciting brands and dynamic campaigns
• Competitive salary with opportunities for growth and performance-based incentives
• Gain hands-on experience in experiential marketing, staffing, and field operations
• Work alongside a collaborative, supportive, and professional leadership team

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: ***email_hidden***
• 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.