Event Staffing Manager

PRO EM Party and Event Rentals; Phoenix (AZ); On-site; USD 55,000 - 75,000; Full time

Job summary

PRO EM Party and Event Rentals in Phoenix, AZ is seeking an Event Staffing Manager to lead the Associate Support team and coordinate with outside labor agencies. You will oversee the NewDay database, manage contracts, schedules, and check-in staffing for large events.

You will collaborate with the Director of Event Resources, ensure accurate payroll reconciliation, and maintain timely communication with staff, clients, and agencies while handling multiple events in a fast-paced environment.

Qualifications

• Must be organized, detail oriented, and possess excellent interpersonal skills.
• Proficient in Microsoft Office programs.
• Ability to work independently and in a team environment.
• Ability to manage multiple assignments with a positive attitude and attention to detail.
• Experience in busy, high-pressure events and strong written/oral communication.

Responsibilities

• Recruit, train, and manage Associate Support team.
• Own and manage NewDay Database.
• Reconcile contracts to ensure NewDay reflects current contracts in POR.
• Serve as primary contact for groups and coordinate labor requests.
• Create POs reflecting labor requests and reconcile hours worked.
• Collect invoices and update purchase orders.
• Create and maintain group data in NewDay and manage group badges.
• Review schedules to meet staffing levels and reconcile post-event payroll.
• Track sign-in sheets and enter payroll discrepancies.
• Monitor timesheet edits and ensure timely corrections.
• Oversee communication plan in NewDay and support large events with check-in teams.
• Provide staffing support for other events and train teams as needed.

Skills

Organizational skills

Strong communication

MS Office

Independent worker

Team leadership

Conflict resolution

Problem solving

Attention to detail

Multitasking

Weekend availability

Tools

NewDay Database

Job description

Job Summary:

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 oriented, 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.