Staffing Coordinator/Admin Assistant - AU Client

The Staffing Coordinator is responsible for the seamless coordination of staffing operations, rostering, and managing client and employee enquiries in a fast-paced labour hire environment. This role also involves overseeing staffing requirements, ensuring compliance with industry standards, and supporting recruitment efforts. The position requires excellent communication skills, attention to detail, and a high level of organisation to maintain client and employee satisfaction, adherence to staffing needs, and compliance with regulatory requirements.

MAIN DUTIES/RESPONSIBILITIES:

Rostering & Scheduling:

Manage the end-to-end rostering process for all staff across various client sites, ensuring all shifts are adequately covered.

Coordinate shift changes, last-minute replacements, and resolve scheduling conflicts in a timely and professional manner.

Monitor staff availability and proactively manage any gaps or potential overstaffing.

Collaborate with managers and clients to accommodate specific staffing requests, including overtime and special shifts.

Rostering will be conducted on an ad hoc basis as well as a structured weekly schedule.

Managing Employee & Client Communication:

Respond to client inquiries promptly via email, phone, or online platforms regarding staffing needs and availability.

Maintain accurate records of client requests and staff placements.

Conduct phone check-ins with staff, including a first-day check and a monthly first-week check-in.

Compliance & Reporting:

Maintain accurate records of compliance documentation and manage expiry dates of certifications, licenses, and other credentials.

Monitor and report any issues related to staffing compliance, including addressing potential breaches in a timely manner.

Manage uploads, document renewals, and reference checks to ensure all staff compliance requirements are met.

General Administration & Support:

Handle general administrative duties, including managing emails, data entry, and coordinating internal communications.

Assist in troubleshooting and resolving any staffing-related issues or client concerns.

Format resumes and prepare information packs as part of the recruitment process.

Job Management:

Maintain and manage job pools based on location requirements.

Conduct job application clean-up to ensure data accuracy and relevance.

Oversee job profile management to align candidates with the most suitable roles.

Training:

Training sessions will be conducted either online or, if required, via in-person sessions in Sydney, Australia.

Minimum of 2-3 years in a labour hire, staffing coordination, or similar administrative role.

QUALIFICATIONS

OPEN TO FRESH GRADUATES

REMOTE/WFH SETUP

Preferably 1-2 years in a labor hire, staffing coordination, or similar administrative role experience

Experience in rostering, scheduling, and workforce management systems is highly advantageous

A degree or diploma in Business Administration, Human Resources, or a related field is desirable

Willing to work on shifting schedule to accommodate client or time zone differences

Excellent communication skills, both written and verbal.

Strong organisational skills with the ability to multitask and prioritise in a fast-paced environment.

Ability to work independently and as part of a remote team.

Attention to detail and accuracy in record-keeping and scheduling.

Proficiency in Microsoft Office Suite (Excel, Word, Outlook) and experience with rostering software.

Industries: Outsourcing/Offshoring

Function: Others