Event Staffing Manager

PRO EM National Event Services; Phoenix (AZ); On-site; USD 60,000 - 90,000; Full time

Job summary

PRO EM National Event Services seeks an Event Staffing Manager to lead the Associate Support team and coordinate labor resources for large events in Phoenix. You will manage the NewDay database, reconcile contracts, and act as main liaison with groups and staffing agencies.

Strong communication and organizational skills are essential. The role requires weekend availability for major events, attention to detail, and the ability to juggle multiple tasks in a fast-paced environment.

Qualifications

• Must be organized and detail oriented; strong communication is essential.
• Ability to work independently and in a team environment with multiple tasks.
• Experience in a fast-paced, high-pressure event setting is preferred.
• Weekend availability for larger events is required.

Responsibilities

• Recruit, train, and manage Associate Support team.
• Own and manage NewDay Database.
• Reconcile contracts to reflect current agreements in POR.
• Serve as primary contact for groups and agencies.
• Send labor requests and create POs reflecting labor needs.
• Reconcile hours after each event and update POs.
• Collect invoices and maintain purchase orders.
• Create and maintain data on NewDay (employees, groups).
• Create and manage group badges and schedules to meet staffing levels.
• Reconcile post-event payroll accurately.
• Track sign-in sheets and investigate payroll discrepancies.
• Monitor editing timesheets and correct timely.
• Communicate plan in NewDay; support large events check-in teams.
• Assist other events by staffing Associate Support or check-in teams.
• Perform other duties as assigned.

Skills

Organized

Detail oriented

Strong communication

Interpersonal skills

Time management

Problem solving

Team player

Conflict resolution

Proactive

Resilience under pressure

Tools

Microsoft Office

Job description

The position of Event Staffing Manager reports to the Director of Event Resources.Serves as a primary point of contact for the Associate Support Department and outside labor agencies with respect to ordering services, requesting and managing purchase orders, reconciliation of hours worked, and tracking invoices and payments.

Responsibilities

• Recruit, train, and manage Associate Support team
• Own and manage NewDay Database
• Reconcile contracts to ensure NewDay reflects most current contracts in POR
• Serves as a primary point of contact for groups
• Send out labor requests as needed and create PO’s reflecting labor request
• Reconcile groups hours after each event
• Collect invoices and update purchase orders
• Create and maintain data on NewDay including employee numbers, groups, etc.
• Create and manage group badges
• Review and fill schedules in to ensure that staffing levels are met
• Accurately reconcile post-event payroll
• Track and enter sign in sheet
• Investigate and enter payroll discrepancies
• Monitor editing timesheets and make sure these are corrected in a timely manner
• Responsible for the communication plan in NewDay
• Manage support for large events to assist with check-in teams
• Support other events by staffing Associate Support or check in teams to help provide coverage, and training them to do so
• Perform other duties as assigned.

Requirements

• Must be organized, detail orientated, possess strong communication skills, and have excellent interpersonal skills.
• Must have working knowledge of all Microsoft Office programs
• Ability to work independently and contribute to a team environment.
• Ability to manage and complete multiple assignments at the same time with great attention to detail and a positive attitude.
• Ability to manage conflicts and drive resolutions.
• Strong problem-solving skills with the ability to think quickly and make sound decisions under pressure.
• Must have strong people-focused element to this role by liaising with staff agencies, employees, and clients.
• Problem-solving and creativity.
• Experience of working in a busy, high-pressure environment
• Excellent oral and written communication skills
• Pro-active and show initiative
• Must be available on weekends during some large events to support check-in functions

Disclaimer

The above statements are intended to describe the general nature and level of work being performed by people assigned to this classification. They are not to be construed as an exhaustive list of all responsibilities, duties, and skills required of personnel so classified. All personnel may be required to perform duties outside of their normal responsibilities from time to time, as needed.