Workforce & Recruitment Coordinator - FT - AU

Schedule: Brisbane hours, 08:00 AM to 05:00 PM (38 hours per week)
Type: Full-Time, Remote

Position Overview

The Workforce & Recruitment Coordinator is responsible for end-to-end recruitment, onboarding and compliance management, and the daily coordination of staffing operations including rostering, adhoc shift management, and email communication with clients and employees. This role plays a critical part in ensuring a seamless recruitment process, workforce shift coverage, operational efficiency, and accurate data management across key client accounts. The successful candidate will be highly organised, proactive, and responsive, with the ability to manage a high volume of recruitment and operational requests while maintaining accurate records across all functions.

Key Responsibilities

Recruitment

• Manage end-to-end recruitment processes including job posting, candidate sourcing, screening, and shortlisting
• Conduct initial candidate screening calls and assess applicants based on role requirements
• Coordinate and schedule interviews between candidates and hiring managers
• Manage candidate communications and provide timely updates on application status
• Maintain accurate candidate records, recruitment trackers, and ATS or CRM updates
• Liaise with the operations and account management team to understand current and upcoming recruitment needs

Onboarding & Compliance

• Collect, organise, and follow up on all required pre-employment and onboarding documentation from candidates
• Ensure all compliance requirements are complete and no documents are missing before proceeding
• Upload all completed documentation and records to the relevant system accurately and in a timely manner
• Coordinate induction scheduling and ensure new starters are fully set up before commencing
• Maintain up-to-date compliance records and proactively follow up on expiring or outstanding requirements
• Liaise with the People & Culture team and relevant stakeholders to ensure all onboarding steps are completed correctly

Rostering & Workforce Planning

• Prepare and maintain weekly rosters for operational teams
• Ensure rosters align with staff availability, compliance requirements, and client needs
• Monitor shift coverage and proactively identify potential coverage gaps
• Manage the sick line, respond promptly to last-minute absences, and find suitable replacements to ensure shift coverage is maintained
• Adjust rosters as required to ensure maximum fill rate
• Maintain accurate workforce records within FoundU or other rostering systems

Adhoc Shift Management

• Manage and distribute adhoc shift requests from clients
• Communicate adhoc opportunities to available staff in a timely manner
• Ensure adhoc shifts are accurately recorded within the rostering system
• Monitor and respond to staff availability to secure shift coverage
• Track adhoc shift fill rates and report gaps where coverage is not achievable

Email & Communication Management

• Actively monitor the operational inbox and respond to emails in a timely and professional manner
• Coordinate with clients regarding staffing requirements, changes, or operational updates
• Communicate with staff regarding shift allocations, cancellations, and availability
• Ensure all client requests are actioned promptly and accurately

Workforce Coordination

• Track staff cancellations and identify patterns impacting workforce reliability
• Support workforce planning by identifying recruitment or training needs
• Assist with workforce allocation and ensure all active staff records are current and accurate

Data Accuracy & Reporting

• Ensure all shift changes, cancellations, and coverage outcomes are accurately recorded
• Maintain up-to-date operational spreadsheets and shared tracking systems
• Monitor and report on shift cancellations, fill rates, staff attendance trends, and workforce coverage gaps

Operational Support

• Work closely with the Account Manager and Operations team to ensure smooth workforce delivery
• Support operational improvements within rostering, recruitment, and onboarding processes
• Contribute to improving system accuracy and workforce efficiency

Key Skills & Experience

Essential

• Experience working for a labour hire agency, staffing company, or similarly fast-paced, high-volume environment is a must, this is non-negotiable
• Must have experience supporting Australian clients or working within Australian recruitment and workforce operations
• Experience managing end-to-end recruitment processes including screening, onboarding, and compliance documentation
• Strong organisational skills with the ability to manage multiple tasks across recruitment and operations simultaneously
• Ability to manage high volumes of emails, staffing requests, and recruitment tasks without dropping the ball
• Experience using rostering or workforce management systems, FoundU preferred
• Familiarity with ATS platforms, CRM systems, or recruitment tools is an advantage
• Excellent written and verbal communication skills
• Must be able to work independently, take ownership of tasks, and perform under pressure in a fast-paced, high-demand environment

Key Competencies

The successful candidate will demonstrate strong attention to detail, proactive task management, high responsiveness, the ability to manage multiple operational and recruitment priorities simultaneously, and strong accountability across all functions from recruitment through to rostering and compliance.

Desirable

• Experience within aviation catering, logistics, or high-volume shift-based operations
• Experience managing adhoc workforce requests and sick line cover
• Prior experience in a dual recruitment and workforce coordination role
• Familiarity with compliance-heavy onboarding environments