974- Staff Coordinator/ Assistant

We need an English-fluent Staff Coordinator/ Assistant, based in Latin America, available to work remotely.

We are looking for someone with exceptional communication and relationship-building skills, who embraces changes while maintaining strong attention to detail. An interested and proactive person, who's constantly learning and improving their skills.

Are you the one we are looking for?

Responsibilities:

• Welcome newly approved staff and guide them through all onboarding requirements.
• Lead mandatory orientations, clearly communicating expectations, brand guidelines, and event procedures.
• Track training sessions (attendance, engagement, updates) and maintain accurate notes and confirmations.
• Confirm event details, including uniforms, call times, contacts, transportation, and activation flow.
• Build, update, and manage staffing rosters for each market/event.
• Monitor attendance, confirmations, changes, and ensure all shifts are fully covered.
• Serve as the primary point of contact for approved staff, providing timely support and clear communication.
• Maintain a high-touch, professional, and people-first communication style that reflects InCast’s culture.
• Troubleshoot issues quickly to support event flow and client satisfaction.
• Create and manage centralized communication hubs (text, email, group chats, WhatsApp groups).
• Ensure positive representation of company culture and consistent PR messaging.
• Maintain accurate staff profiles and documentation in Ubeya or other platforms.
• Track paperwork, incident reports, performance notes, and orientation attendance.
• Ensure all staff follow company policies, professionalism standards, and event requirements.
• During activations, monitor check-ins, attendance, and overall staff performance.
• Support the Account Manager by handling all staff-related matters, enabling strong client-facing focus.
• Manage escalations and maintain clear internal logs.
• Gather feedback from team leads, clients, and internal partners to inform staffing decisions.
• Identify standout talent and address performance issues, updating TA or AM as needed.
• Provide insights on staffing quality, reliability, and market trends to strengthen recruitment efforts.
• Partner with TA to maintain a strong pipeline of trained, reliable Brand Ambassadors and future team leads.
• Manage all event staff after passing the TA screening stage (BAs, Leads, Managers).

Requirements:

• 2+ years of customer service experience and ability to handle different backgrounds and personality types.
• 1-2+ years of remote work experience.
• Experience in staffing, operations, or event coordination is required.
• Prior recruiting experience is strongly preferred.
  
• Highly organized and excellent at managing multiple events/markets at once.
• Strong computer literacy (Google Workspace, spreadsheets, staffing platforms like Ubeya).
• Skilled at documenting processes and maintaining accurate records.
• Strong communication skills (clear, professional, confident, warm).
• Bilingual in English and Spanish (Strong written and verbal communication skills in both languages).
• Ability to stay calm under pressure and resolve issues quickly.
• Problem-solving mindset, initiative-driven, and reliable follow-through.
• Ability to work in a fast-paced environment with minimal supervision.
• High Energy, professional, positive, and team-oriented demeanor.
• This role requires full-time availability during standard business hours, as well as flexibility to support evening and weekend shifts as required.