Staffing Success Coordinator

Location: Remote

Type: Full-Time / Contract-to-Hire

At InCast Marketing, we connect people and brands through unforgettable experiences. As a fast-growing experiential staffing agency, we specialize in providing exceptional brand ambassadors and event teams for high-profile activations across the country.

We’re a small but mighty company built on communication, trust, diversity, and collaboration. Our team thrives in a fast-paced environment where every day brings something new — and we’re looking for passionate people who want to grow with us for the long haul.

We’re looking for a Staffing Success Coordinator — someone who thrives on structure and spontaneity. You’ll be the vital link between our administrative and recruitment teams, ensuring every event runs smoothly from start to finish.

This role requires someone who communicates clearly, moves quickly, and stays calm no matter what’s thrown their way. You’ll help keep our staff, clients, and events aligned — ensuring everyone is informed, prepared, and supported.

• Act as the go-between for the admin and recruitment teams and serve as the first line of defense for any internal staff needs.
• Be readily available across various time zones and hours to support events and staff as needs arise.
• Proactively solve problems — anticipate challenges before they happen and take quick, thoughtful action to resolve them.
• Multitask efficiently while balancing multiple projects, priorities, and deadlines.
• Start and manage all group chats for staff ahead of events.
• Schedule and coordinate virtual trainings with clients and staff.
• Attend virtual trainings, track attendance, take notes, and ensure all staff are set up for success.
• Send booking confirmation emails and post-training updates to confirm event details.
• Manage staff sizing requirements and client-specific needs.
• Respond to client communications involving staff updates, hour changes, and other logistics.
• Send contracts to staff and assist with onboarding through our system.
• Collect post-event feedback and hours, ensuring all details are accurate.
• Troubleshoot in real time during event days, helping staff find locations or resolve on-site issues.
• Maintain a proactive, professional, and positive attitude — even in high-pressure moments.

• Highly organized, detail-oriented, and an excellent communicator.
• Calm under pressure and able to adapt to different personalities and situations while keeping things moving.
• Naturally solutions-focused — you can juggle multiple priorities and maintain your composure.
• A self-sufficient professional who thrives both independently and as part of a collaborative team.
• Able to take initiative and require little to no hand-holding — you’re a fast learner who quickly adapts to new systems, clients, and situations.
• Proficient in multitasking and capable of keeping multiple projects on track at once.
• Comfortable working in a fast-paced, ever-changing environment and making quick, informed decisions.
• Tech-savvy and confident using multiple communication platforms.
• Positive, business-minded, and driven by a sense of urgency and accountability.
• Flexible with hours and time zones — our events happen nationwide at all times of day.
• Excited to grow long-term with a company that values trust, initiative, and excellence.
• Open to growing and additional responsibilities being added onto your plate as you grow in this role.

• Background in strong administrative assistance, executive assistance or dispatch careers are highly transferable but not required.
• Strong written and verbal communication skills.
• Comfortable working remotely and independently.
• Required to show skills of technology proficiency (Emails, text messages, updates)
• Ability to provide two professional references from previous work environments.

• Be part of a rapidly growing team where your voice matters.
• Work on exciting national events with top brands.
• Collaborate with passionate professionals who love what they do.
• Opportunities for career growth as the company expands.

InCast Marketing is an Equal Opportunity Employer. We celebrate diversity and are committed to creating an inclusive environment for all employees. All applications will be reviewed carefully, and we will reach out directly to those selected to move forward in the hiring process.