Event Staffing Manager

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

Job summary

PRO EM is seeking an Event Staffing Manager to oversee the Associate Support team and coordinate staffing for large events. The role reports to the Director of Event Resources and acts as the main liaison with labor agencies, groups, and internal staff.

You will manage labor requests, contracts, timesheets, and payroll reconciliation. Responsibilities include maintaining NewDay data, ensuring paperwork is up to date, and delivering timely communications.

Qualifications

• Must be organized, detail oriented with strong communication and interpersonal skills.
• Working knowledge of all Microsoft Office programs.
• Ability to work independently and contribute to a team environment.
• Ability to manage and complete multiple assignments 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 a people-focused approach liaising with staff, agencies, employees, and clients.
• Demonstrate problem-solving and creativity.
• Experience 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.

Responsibilities

• Recruit, train, and manage Associate Support team
• Own and manage NewDay Database
• Reconcile contracts to reflect current contracts in POR
• Serve as primary contact for groups
• Ensure paperwork (COI, W9, Service Agreement) is up to date
• Send labor requests and create POs for labor
• Reconcile groups hours after each event
• Collect invoices and update purchase orders
• Create and maintain data in NewDay (employee numbers, groups)
• Create and manage group badges
• Review and fill schedules to meet staffing levels
• Reconcile post-event payroll
• Track and enter sign-in sheets
• Investigate payroll discrepancies
• Monitor timesheet edits and correct timely
• Communicate plan in NewDay
• Manage Monthly Availability Schedule
• Draft and send weekly update emails
• Perform other duties as assigned

Skills

Communication skills

Detail orientation

Organizational skills

Interpersonal skills

Tools

Microsoft Office

NewDay software

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.