Coordinator

On Location is looking for a Coordinator to be part of the Workforce Operations team in Milan working on the Olympic & Paralympic Games. This position will report to the Senior Manager, Workforce Operations Olympic & Paralympic Games. This position will work within the global Workforce Operations team and will assist with developing, recruiting, and growing the pool of non-payrolled workforce supporting the On Location Olympic hospitality teams’ operation during the Olympic & Paralympic Games.

Primary Responsibilities

• Working in partnership with all functional areas to ensure all staffing needs are met for events across the organization
• Assist in implementation of global Workforce Planning & Scheduling software
• Work with selected staffing agency to ensure all temporary positions are covered
• Ensure creation of all shifts and compliant scheduling in scheduling tool of all workforce  
• Maintain consistent onboarding practices across On Location while adapting to the specific needs of respective teams
• Work closely with all Olympic teams to understand their staffing needs and work with Senior Director to bring all relevant contractors/staff onboard
• Create and distribute event-related communications to applicable staff  
• Manage operational planning responsibilities around the following:
  •  Local talent recruitment
  •  Billing, reconciliation, and collection process for operation services
  •  Onboarding and training
• Create and distribute operations-related communications to applicable staff (e.g., travel and accommodations)

Recruiting and On-boarding

• Sourcing of staff in local markets of need where events may be occurring
• Screening candidate applications and coordinating communications throughout the recruitment process
• Coordinating and scheduling candidate interviews, supporting the functional areas in the selection and confirmation of candidates
• Coordination of on-boarding paperwork for new hires including collection of ancillary employee information or documents as needed
• Quality checking and collating all candidate data, including accreditation data, and creating and  submitting any necessary reports to the relevant organizations
• Represent On Location at job fairs, universities, and other relevant programs
• Pre-program staff communications and onsite staff training
• General mass communication, updates, and out-reach with candidates in the staffing network
• Supporting the candidate retention program, in collaboration with the different functional areas.
• Assist in creating and distributing operations-related communications to applicable staff (e.g., travel and hotel accommodations)
• Communication and relations building with staff agencies/outside vendors
• Collecting and compiling data as indicated for applicable staffing reports
• Assisting other teams with budget information as it pertains to staffing and staff expense
• Continually ensure best practices and reporting any obstacles or growth opportunities to Director
• Ensure safe working areas, and tools to do job well

Financial Management and Reporting

• Staff budgets & post event reporting and analysis relating to staff/event expenses, payments, reconciliations
• Present reports tailored to the specific event or client
• Collection, input, and documentation of event summary information

Management & Training

• Work with Senior Manager to design, document, and implement operational training programs and best practices for the event teams.
• Develop training materials, coordinate training programs
• Assist with Leading on-site training for major events

Administrative & Other Responsibilities

• Work with remotely based Director and closely with Senior Managers, Managers, Coordinators, in the department to create a positive and efficient environment focused on executing with excellence
• Involved with oversight and facilitation of the overall On Location global workforce strategy, with a focus on Olympic events
• Create presentations and documentation in Microsoft office (PPT, Word, Excel, etc.) or Keynote as needed and assigned. 

• Attend meetings and take notes to record updates and next steps, when required
• Manage timelines and deadlines related to assignments.
• Participate in brainstorm sessions; research, ideate and provide creative ideas.
• Cultivate a working knowledge of all operations events/services
• Execute all other duties assigned by the team or leadership
• Available to assist other workstreams related to Olympics as needed

This job description is not designed to cover or contain a comprehensive listing of the employee's activities, duties, or responsibilities for this job.  Duties, obligations, and activities may change at any time with or without notice.

Travel

Must be adaptable with work and travel schedule, including both domestic and international destinations. Available to travel for work during holidays, weekends, and key event times.

You Have These :

• Fluent English required. Italian language skills would be an advantage.

• Exceptional interpersonal skills – a collaborative style and ability to communicate effectively at all levels with strong oral, written, and presentation skills.

• Effective communication, both verbal and written, with clients, associates, vendors, and other business professionals. 

• Continually strive for self-development and discovering better means of accomplishing both personal and professional goals.

• Deep and personal commitment to the Core Values of On Location

• Successful relationship building and maintenance

• Strong personal effectiveness

• On-site event operational experience is beneficial and previous experience with a staff scheduling tool, such as Rosterfy, could be advantageous.

• Presently resides and/or is willing to relocate to Milan, Italy