Contract Staffing Coordinator – Project: RWC 2019

Job Description
Job responsibilities:
• Responsible for managing all aspects of staff recruitment, training, scheduling and staff wellbeing for Rugby World Cup 2019. Staff level responsibilities include, but not limited to:
o Managers
o Retail Venue Managers
o Retail Supervisors
o Sales staff
o Warehousing staff
• Preparing and monitoring a retail staffing budget which includes:
o Gathering daily run sheets and based on these, calculating number of staff per shift and the number of hours they will be working for each venue
o Local taxes
o Stock in/out for both games
o Training time
o Expenses including travel and meals
• Working closely alongside a recruitment agency to implement candidate screening, assessment days/interviews, location assignment, schedule/roster staff into venues and manage employment contracts
o Working with the Operations Managers and Retail Venue Managers to ensure that staff are working and to be paid by the agency what has been agreed
• Scheduling training sessions for staff and actively training them on the basics of the role and what to expect
• Working with the cash team manager and their team to provide till training and ensuring that all staff are provided with a till card to be able to log in/out of tills
• Actively recruiting and managing Retail Venue Managers to ensure that they have all the tools/knowledge necessary to manage venues and stores
o Finding and implementing a payroll provider to pay the Japan office Managers and those team members on company payroll
o Ensuring payroll is processed on time in the correct manner, taking local laws and taxes into consideration
• Managing the Tournament Accreditation process for all staff including becoming the Accreditation Liaison Officer for the Organising Committee – this will include:
o Gathering Accreditation information
o Uploading all staff into the Accreditation system
o Managing the pick-up of Accreditation passes based on the Organising Committees guidelines
o Dealing with any issues that arise
• Managing the Vendor Certification Programme staff credentials to ensure the policy and guidelines set by the organising committee are meet and maintained
• Dealing with any Legal and Human Resource issues that arise for all staff and working with the Recruitment Agency to set guidelines of employment and manage those effectively
• Managing the allocation and pick up of staff uniforms including calculating the amount that is required and its budget
• Initially taking office and the administration responsibilities including office resource requirements, managing a small administration team, and answering the office phone line until an Administration Manager is hired
• During Tournament time, dealing with any staffing issues including:
o Assisting managers with staffing levels
o Ensuring all staffing guidelines are being followed
o Ensuring the Recruitment Agency are actively managing the teams and any staff drop outs are replaced quickly and efficiently
o Payments are calculated correctly and produced on time including monitoring any staff drop outs to ensure they are not paid
o Helping the operations team with any assistance that they may need including:
 Accreditation problems
 Stock in and out of venues
 Actively selling at venues if needed
 Moving stock around venues if required

Requirements
Qualifications:
• Tertiary level Degree or equivalent
• At least 5 year’s Human Resources/Recruitment experience in a fast paced, pressurised retail environment
• Demonstrated experience in leadership and team management
• Knowledge and experience in all areas of Human Resources and Recruitment management in a retail environment
• Strong understanding of local employment legislation
• Good understanding of payroll practices and processes
• Ability to work alone and within a team
• Ability to make quick decisions
• Bi-lingual in Japanese and English

Skills should include:
• Excellent relationship management, interpersonal and communication skills (written and verbal) in both Japanese and English
• Proven project management skills; event or project-based experience would be advantageous
• Problem-solving management skills to develop and implement problem-solving strategies and processes for averting potential human resources and/or employee/labour related issues
• Ability to coach, counsel and advise both employees and managers with a consultative approach to problem solving
• Demonstrated ability to operate both in a hands-on, tactical position as well as a strategic role

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