Event Staffing Manager

PRO EM National Event Services; Phoenix (AZ); On-site; USD 55,000 - 75,000; Full time

Job summary

PRO EM National Event Services is seeking an Event Staffing Manager who reports to the Director of Event Resources in the Phoenix area. You will coordinate staffing for events, manage associate support teams, and serve as the primary liaison with labor agencies to order services and reconcile hours and invoices.

You will oversee the NewDay database, manage group data and badges, and ensure contracts and paperwork (COI, W9, Service Agreements) are up to date.

Qualifications

• Must be organized, detail oriented, with strong communication and interpersonal skills.
• Must have working knowledge of all Microsoft Office programs.
• Ability to work independently and contribute to a team.
• Ability to manage multiple assignments with attention to detail and a positive attitude.
• Ability to manage conflicts and drive resolutions.
• Strong problem-solving skills; think quickly on feet.
• People-focused, liaising with staff agencies, employees, and clients.
• Pro-active and show initiative.
• Must be available on weekends during some large events to support check-in.

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.
• Make sure all paperwork is up to date (COI, W9, Service Agreement) 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 in NewDay including employee numbers, groups, etc.
• Create and manage group badges.
• Review and fill schedules to ensure that staffing levels are met.
• Accurately reconcile post-event payroll.
• Track and enter sign in sheet.
• Investigate and enter payroll discrepancies.
• Monitor timesheet edits and make sure these are corrected in a timely manner.
• Responsible for the communication plan in NewDay
• Manage Monthly Availability Schedule
• Draft and send weekly update emails
• Perform other duties as assigned.

Skills

Organized

Detail oriented

Communication skills

Interpersonal skills

Microsoft Office

Independent worker

Multi-tasking

Conflict resolution

Problem-solving

People liaison

Weekend availability

Tools

NewDay

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
• Make sure all paperwork is up to date (COI, W9, Service Agreement) 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 in NewDay including employee numbers, groups, etc.
• Create and manage group badges
• Review and fill schedules to ensure that staffing levels are met
• Accurately reconcile post-event payroll
• Track and enter sign in sheet
• Investigate and enter payroll discrepancies
• Monitor timesheet edits and make sure these are corrected in a timely manner.
• Responsible for the communication plan in NewDay
• Manage Monthly Availability Schedule
• Draft and send weekly update emails
• 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 on feet.
• 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 pressured 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.