Event Resourcing Coordinator

FIRST; München; Vor Ort; EUR 40.000 - 56.000; Vollzeit

Benefits dieser Stelle

28 Days of holiday

Wellness stipend

Headspace access

EAP

Zusammenfassung

FIRST is a leading global brand experience agency delivering Content, Creative, Digital Technology, Management & Delivery, and Data & Insights services. The Event Resourcing Coordinator will coordinate staffing, scheduling, and labor data for events, ensuring accurate deployment and timely reporting.

You will forecast labor needs, onboard scalable resources, and act as the primary on-site contact for logistics, while maintaining data quality across systems and collaborating with Finance and

Qualifikationen

• 1-3 years of experience in an administrative or highly organized role.
• Attention to detail is required to manage complex event data and timelines.
• Strong organizational and time management skills to handle multiple projects.

Aufgaben

• Coordinate event staffing end-to-end, ensuring adequate staffing and resource allocation.
• Manage labor quotes, freelancer invoices, and coordinate with Finance for timely payments.
• Forecast labor needs from event schedules and historical data to address gaps.
• Onboard, engage and manage timesheets for scalable resources as needed.
• Serve as main on-site contact for labor logistics and schedule changes.

Kenntnisse

Fluency in English

Fluency in German

Excellent written and verbal comms

Strong organizational skills

Attention to detail

Time management

Google Workspace proficiency

Scheduling software experience

Tools

Google Sheets

Microsoft Excel

Google Docs

Jobbeschreibung

FIRST is a leading global brand experience agency providing Content, Creative, Digital Technology, Management & Delivery, and Data & Insights services. For 30 years, we have utilized three flexible delivery models: Embedded teams, Corporate Campus operations, and a Full-Service Agency.

Managing over 37,000 events & projects annually across 110 countries, FIRST serves 130+ brands, specializing in Fortune 500 companies within the Financial Services, Technology, Healthcare, Media, and Professional Services sectors. FIRST is part of the broader Encore family of companies. Encore is a global leader in event production and technology.

Consistently recognized for excellence, recent honors include 2026 Chief Marketer Agency of the Year, the Ad Net Zero Award for sustainability, and more.

The Event Resourcing Coordinator will consistently deliver exceptional service and support related to scheduling, staffing, and resource allocation for all events, ensuring efficient deployment, accurate data, and timely reporting. The role optimizes labor utilization and supports operational excellence.
Along with other FIRST team members, the Event Resourcing Coordinator will represent the FIRST Solutions brand on-site within a well-known tech company.

Your Contributions

• Event Resourcing Coordination
• Administer the end-to-end scheduling and coordination of labor for all events, ensuring adequate staffing levels are maintained, appropriate resources are assigned based on skill set and event needs, and scheduling changes are communicated effectively within the agreed-upon timeline.
• Administer the end-to-end financial documentation for staffing, including creating labor quotes for events, processing invoices from freelancers, and coordinating with the Finance department to ensure timely payment of all external resources.
• Understand overall staffing goals and manage labor resources for maximum efficiency and cost-effectiveness.
• Forecast labor needs based on event schedules, historical data, and upcoming event requirements to proactively address potential staffing gaps.
• Onboard, engage, and manage timesheets of scalable resources as needed to supplement our embedded team.
• Serve as the primary point of contact for the team on labor logistics, schedule changes, and on-site coordination, responding within the agreed-upon response time.
• Maintain and update the labor scheduling systems to ensure all shifts, job assignments, times, and locations are accurate.
• Provide support with quoting and tracking for resourcing opportunities.
  
• Data Management & Quality Control
• Support data entry and quality control for vital operational metrics related to labor and event details in multiple systems, maintaining data accuracy.
• Support data cleaning and validation processes to ensure the accuracy, completeness, and consistency of all entered data by event services staff.
• Run regular reports and summaries on labor utilization, scheduling, and other operational data and submit for management review within the agreed-upon timeline.
• Identify and flag data discrepancies or anomalies, collaborating with leadership to determine root causes and implement corrective actions.
• Contribute and assist with any ad hoc projects consistent with the responsibilities.

What We Are Looking For

• 1-3 years of experience
• Fluency in English & German
• Proven experience in a highly organizational or administrative role where attention to detail was paramount.
• Exceptional organizational and time management skills, with the ability to manage multiple complex projects simultaneously.
• Familiarity with event processes and terminology is strongly preferred.
• Proficiency with Google Worksuite is required, with strong familiarity with Google Sheets/Microsoft Excel
• Experience with scheduling software or workforce management systems is a plus.
• Excellent written and verbal communication skills.
• A proactive and problem-solving mindset, with a strong commitment to meeting deadlines.

At FIRST, we believe that the passion, creativity, and commitment of our teams drive our success. That's why we offer a range of benefits and perks to support your personal and professional growth

• 28 Days of holiday
• Wellness Stipend
• Complimentary access to Headspace, Rocket Lawyer & Maven
• Employee Assistance Program (EAP)
• Global Opportunities: With a presence in 7 countries worldwide, including headquarters in London, New York, and Singapore, you may have the opportunity to work on exciting projects across different locations.

#LI-TS1 #LI-Onsite

FIRST is an Equal Opportunity Employer and prohibits discrimination and harassment of any kind. FIRST is committed to the principle of equal employment opportunity for all employees and to providing employees with a work environment free of discrimination and harassment. All employment decisions are based on business needs, job requirements and individual qualifications without regard to race, color, religion or belief, national, social or ethnic origin, sex (including pregnancy), age, physical, mental or sensory disability, sexual orientation, gender identity and/or expression, marital, civil union or domestic partnership status, past or present military service, family medical history or genetic information, family or parental status, or any other status protected by the laws or regulations in the locations where we operate. We stand firm: FIRST will not tolerate discrimination or harassment based on any of these characteristics. If any candidate feels that they are unable to meet the requirements of the role, please get in touch to discuss adjustments or other suitable roles.