Onsite Coordinator Staffing Agency

Job Description

Job Description

Location: 1115 Dexter St, Prescott, WI 54021

Schedule: 1st Shift 6:30 am - 3:30 pm, Overtime as needed

Onsite Coordinator – Coast Personnel Services

We are seeking a dependable, organized, and people-focused Onsite Coordinator to support employees, applicants, and client operations to work with our existing onsite team. This role is responsible for assisting candidates through the application and onboarding process, coordinating daily workforce needs, maintaining accurate records, and representing the staffing agency at recruiting events.

Key Responsibilities:

• Welcome applicants and employees, answer questions, and provide professional support throughout the hiring and assignment process
• Assist candidates with completing employment applications, tax forms, direct-deposit documents, background-check authorizations, identification verification, and other required paperwork
• Review applications and onboarding documents for accuracy, completeness, and missing information before submission
• Follow up with candidates to collect outstanding documents and ensure all employment requirements are completed on time
• Conduct new-hire orientations and explain company policies, attendance expectations, dress-code requirements, safety procedures, job duties, schedules, and workplace rules
• Support employees with completing electronic onboarding systems and accessing employee portals, timekeeping systems, and scheduling platforms
• Confirm employee availability before assigning or scheduling them for work
• Contact employees by phone, text, or email to confirm upcoming shifts, start dates, reporting locations, supervisor information, and assignment details
• Track employee confirmations, call-offs, late arrivals, no-shows, and schedule changes, and communicate updates to staffing managers and client supervisors
• Help fill open shifts by contacting available employees and identifying qualified replacements when necessary
• Maintain regular communication with employees to address scheduling concerns, assignment questions, attendance issues, and workplace challenges
• Serve as a point of contact between employees, staffing-agency management, recruiters, and client-site supervisors
• Assist with employee check-ins, performance follow-ups, coaching conversations, and assignment updates
• Document employee communications, attendance concerns, disciplinary issues, and assignment changes accurately and confidentially
• Maintain organized and up-to-date employee files, onboarding records, contact information, availability, certifications, and work-status documentation
• Enter and update candidate and employee information in applicant-tracking, scheduling, payroll, or workforce-management systems
• Monitor employee timecards and assist with correcting missing punches, inaccurate hours, and other timekeeping issues
• Support payroll preparation by confirming hours worked and communicating discrepancies to the appropriate department
• Assist with recruiting activities, including reviewing applications, contacting candidates, scheduling interviews, and conducting initial candidate screenings
• Attend career fairs, job fairs, community events, hiring events, and workforce-development programs on behalf of the staffing agency
• Set up recruiting tables, distribute employment materials, explain available job opportunities, collect candidate information, and encourage qualified applicants to apply
• Build relationships with schools, community organizations, workforce centers, and local employment partners to support recruiting efforts
• Promote a positive employee experience by responding promptly, communicating clearly, and treating all candidates and employees with professionalism and respect
• Protect confidential employee and company information and follow all staffing-agency policies and procedures
• Assist with additional administrative, recruiting, scheduling, and employee-support duties as needed

Qualifications:

• High school diploma or equivalent required
• Previous experience in staffing, recruiting, human resources, customer service, administration, or workforce coordination is preferred
• Strong verbal and written communication skills
• Excellent organization, time-management, and follow-up abilities
• Ability to manage multiple employees, assignments, deadlines, and schedule changes
• Basic computer, email, data-entry, and Microsoft Office skills
• Ability to learn applicant-tracking, scheduling, and workforce-management systems
• Professional, dependable, detail-oriented, and comfortable working in a fast-paced environment
• Ability to communicate effectively with employees from diverse backgrounds
• Bilingual skills are preferred

The ideal candidate is approachable, proactive, and committed to helping employees successfully complete the hiring process and report to work prepared and on time.