Event Staffing Coordinator

Description

POSITION SUMMARY: The purpose of this position is to assist with the daily staffing, administration and operation of the Service Department. The Event Staffing Coordinator plays a support role in helping the organization strive to exceed organizational standards, client expectations and event execution.

Essential Functions:

• Develop a holistic understanding of the Blue Plate vision and Service strategic goals, initiatives and tactics.
• Obtains all necessary event details and assigns staff based on client needs, event scope, and service standards. Give special   attention to private residences, promotional events, and high-profile functions to ensure appropriate staff placement.
• Manage scheduling for both salaried and hourly event staff. Maintain an understanding of individual team members’ skills to align talent with event requirements and adjust assignments as needed to accommodate schedule changes or call-offs.
• Communicate with staff promptly, professionally and with empathy.
• Process and approve payroll daily. Including payroll adjustments and corrections when required.
• Coordinate scheduling and billing for staffing agency personnel during high-volume periods and maintain positive relationships with agency partners.
• Monitor weekly staff hours to support budget control by minimizing overtime and outsourced labor expenses.
• Track vacation requests and work with Manager to approve time off while maintaining adequate coverage for scheduled events.
• Provide onsite event support when requested.
• Communicate schedule updates, cancellations, and changes to staff clearly and in a timely manner.
• Ensure adequate staffing levels for all events and respond quickly to last-minute changes by reallocating staff or securing replacements.
• Assist Human Resources on payroll coordination including daily entry of timesheets.
• Collaborate with Sales and Operations teams to ensure seamless event execution and superior service delivery.
• Maintain familiarity with event staff strengths and performance capabilities to make informed scheduling decisions aligned with departmental standards.
• Coordinate the preparation and distribution of Event Staff (ES) packets, ensuring all required documentation is included.
• Maintain accurate and current employee contact information, including phone numbers and email addresses.
• Ensure all staff maintain current required certification (Food Handler, Basset) as required by city and state regulations.
• Attend weekly production meetings.
• Maintain and update scheduling platform regularly to ensure accuracy.
• Perform other required tasks as required

Education and Experience: The requirements listed below are representative of the knowledge, skill, and/or ability required.

• High School Diploma or equivalent. Associate’s or Bachelor’s degree in Hospitality or related field preferred.
• Minimum 2 years of progressive experience within the hospitality industry.

Essential Qualifications: To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Blue Plate is committed to providing reasonable accommodations to qualified individuals with disabilities in accordance with the American with Disabilities Act (ADA):

• Ability to demonstrate strong affinity for Blue Plate’s mission: Our mission is to “care more” for others through food and service experiences that turn our partner’s vision into reality.
• Must demonstrate discretion, maturity, and professionalism when handling sensitive situations,
• Impeccable service standards and attention to detail.
• Demonstrated ability to lead people and get results through others.
• Ability to effectively solve problems and make decisions in a fast paced, high pressure environment.
• Highly organized and able to handle multiple responsibilities.
• Must be able to read and communicate in English. Bi-lingual preferred.
• Must be dependable and responsible.
• Must be guest service oriented.
• Possess valid driver’s license with a good driving record and able to meet company auto insurance requirements.

Language Skills

Ability to read, write and speak English proficiently. Bilingual skills preferred.

Physical Demands: The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of his job. Blue Plate is committed to providing reasonable accommodations to qualified individuals with disabilities in accordance with