Event Staff Coordinator

Job Title

Event Staffing Coordinator

Location: Pasadena/ Hybrid 3 days in the office and 2 from home.

Salary: Competitive rate of $25 to $27 per hour

About Us:

We are currently seeking a highly organized and detail-oriented Event Staff Coordinator to join our team. Our PR company works with transportation, health care, social equity, restorative justice, housing and homelessness, education, economic development, and more. It is well-connected to community-based organizations across the country. Special events that help achieve and maximize strategic development goals while bringing added value and community assets.

Job Description:

The Event Staff Coordinator plays a critical role in ensuring the smooth operation of our event staffing. This position is responsible for scheduling and dispatching a team of 40 to 60 contractors daily, verifying timecards, and maintaining accurate records of contractor hours. The ideal candidate will be highly organized, possess excellent communication skills, and have previous experience in employee supervision or scheduling.

Key Responsibilities

• Schedule and coordinate daily assignments for 40 to 60 contractors across various event locations.

• Act as the primary point of contact for staff regarding schedules, assignments, and any work-related issues.

• Verify time cards and ensure accurate recording of hours worked for payroll processing.

• Monitor attendance, manage last-minute scheduling changes, and ensure coverage for all events.

• Maintain up-to-date records of staff schedules, availability, and assignments in the database.

• Communicate effectively with both clients and staff to ensure a smooth flow of operations.

• Provide timely updates to clients regarding any scheduling changes or staffing issues.

• Assist in onboarding new contractors, including explaining schedules, job expectations, and time card procedures.

• Track and analyze staffing metrics to identify areas for improvement and ensure optimal staffing levels.

• Handle contractor inquiries and resolve any scheduling conflicts or issues promptly and professionally.

Qualifications

• Previous experience in a similar role, such as bookkeeper, vendor management, payroll, scheduler, or staff coordinator.

• Strong organizational skills with the ability to manage multiple tasks and prioritize effectively.

• Excellent communication skills, both written and verbal.

• Detail-oriented with a high level of accuracy in verifying timecards and maintaining records.

• Proficiency in scheduling software and Microsoft Office Suite (Word, Excel, Outlook).

• Ability to work in a fast-paced environment and adapt to changing priorities.

• Strong problem-solving skills and the ability to handle scheduling conflicts or issues efficiently.

• Experience supervising or coordinating the work of multiple employees or contractors is preferred

• Bilingual in Spanish is a plus.

Benefits:

• Competitive rate of $25 to $27 per hour

• A supportive and dynamic work environment.

• Benefits: such as health insurance and PTO

How to Apply:

If you are a detail-oriented professional with a passion for organization and coordination, we would love to hear from you! Please submit your resume today.