Events Staffing Coordinator

Pranzi Catering & Events; Providence (RI); On-site; USD 50,000 - 75,000; Full time

Job summary

Pranzi Catering & Events in Providence, RI is seeking an Events Staffing Coordinator to recruit, hire, train and coordinate staffing for catering events, weddings, and other special events throughout the season.

The role requires strong organizational skills, attention to detail, and the ability to manage multiple events, schedules, and staffing needs in a fast-paced environment, including weekends and holidays, with onboarding and regulatory compliance.

Qualifications

• Experience in staffing, scheduling, hospitality, catering, event planning, or similar administrative roles.
• Strong organizational and time-management skills.
• Excellent written and verbal communication.
• Ability to manage multiple events and staffing requests simultaneously.
• Strong problem-solving and quick decision-making during staffing issues.
• Professional communication with employees, staffing agencies, and management.
• Dependable, detail-oriented, and comfortable in a fast-paced seasonal business.

Responsibilities

• Recruit and hire servers, bartenders, kitchen staff, and other event personnel.
• Post job openings, review applications, interview applicants, and coordinate hiring.
• Communicate job expectations, availability, schedules, and requirements.
• Onboard new hires and complete employment paperwork.
• Train employees on policies, attendance, dress code, and conduct.
• Provide role-specific training for servers, bartenders, and kitchen staff.
• Coordinate certifications or training, including alcohol-service.
• Maintain an active pipeline of qualified applicants for events.
• Coordinate staffing assignments for all events, review schedules, and manage attendance.
• Communicate event assignments, schedules, locations, dress codes, and responsibilities.
• Monitor availability and maintain accurate staffing schedules.
• Arrange replacement staff and coordinate with staffing agencies.
• Verify staff receive correct event information and reporting times.
• Assist with last-minute staffing adjustments during busy seasons.
• Maintain records of staffing assignments and communications.
• Ensure staffing needs are addressed in advance and align with event details.
• Confidential handling of employee and company information.
• Ensure staff are cleared to work on the Naval Base.

Skills

Staffing

Scheduling

Hospitality

Catering

Event planning

Administrative

Communication

Detail-oriented

Problem solving

Job description

If you are unable to complete this application due to a disability, contact this employer to ask for an accommodation or an alternative application process.

Events Staffing Coordinator

Administration Office Full Time Providence, RI, US

Job Description: Staffing Coordinator

Company: Pranzi Catering & Events
Reports To: Catering Director
Employment Type: Full-Time
Location: Providence, Rhode Island

Position Summary

The Staffing Coordinator is responsible for recruiting, hiring, training and for coordinating staffing needs for catering events, weddings, and other special events throughout the season. This position ensures that each event is properly staffed with qualified, reliable employees and that all scheduling, communication, and staffing requirements are handled efficiently. The ideal candidate is highly organized, detail-oriented, and comfortable working in a fast-paced environment.

Essential Duties and Responsibilities

• Recruit and hire new servers, bartenders, kitchen staff, and other event personnel based on seasonal and ongoing staffing needs.
• Post job openings, review applications, contact applicants, conduct interviews, and coordinate the hiring process.
• Communicate with applicants regarding job expectations, availability, schedules, and employment requirements.
• Coordinate new-hire onboarding and ensure all required employment paperwork is completed before employees begin working.
• Train new employees on company policies, attendance expectations, dress code, professional conduct, and event procedures.
• Provide role-specific training for servers, bartenders, and kitchen staff to ensure employees understand their responsibilities and performance expectations.
• Coordinate any required certifications or training for applicable positions, including alcohol-service certifications for bartenders.
• Monitor new-hire progress and provide additional guidance or training as needed.
• Maintain an active pipeline of qualified applicants to prepare for the busy wedding and catering season.

Staffing & Scheduling

• Coordinate staffing assignments for all scheduled catering events, including servers, bartenders, kitchen staff, and event coordinators.
• Review upcoming event schedules and determine staffing needs based on guest counts, event details, and management requirements.
• Communicate with employees regarding event assignments, schedules, arrival times, locations, dress codes, and job responsibilities.
• Monitor employee availability and maintain accurate staffing schedules.
• Confirm employee attendance and ensure all positions are filled before each event.
• Arrange replacement staff when employees call out or become unavailable.
• Coordinate with staffing agencies when additional personnel are needed.
• Follow up with staffing agencies to confirm staffing numbers, attendance, punctuality, and appearance expectations.

Employee Communication & Coordination

• Serve as a primary point of contact for employees regarding scheduling questions and event assignments.
• Communicate staffing changes and updates promptly to management and affected employees.
• Maintain accurate employee contact information, availability, and scheduling records.
• Help ensure employees understand company policies, attendance expectations, uniforms, and professional conduct requirements.
• Report recurring attendance issues, no-shows, and staffing concerns to management and Human Resources.

Event Coordination & Operations

• Review event details and staffing requirements in advance to identify potential scheduling conflicts or staffing shortages.
• Coordinate with the sales, event coordination, kitchen, warehouse, and operations teams to ensure staffing needs are met.
• Verify that employees receive the correct event information, including venue addresses, parking instructions, reporting times, and supervisor contacts.
• Assist with last-minute staffing adjustments during busy wedding and catering seasons, including weekends and holidays as required.
• Help ensure staffing plans are finalized and communicated before each event.
• Maintain organized records of staffing assignments and event-related communications.

Administrative Responsibilities

• Maintain staffing spreadsheets, scheduling systems, and employee assignment records.
• Monitor and respond to for employee call-outs, scheduling questions, and staffing-related issues, including after-hours, evenings, and weekends as needed on company phone.
• Track employee confirmations, availability, attendance, and staffing agency assignments.
• Assist Human Resources with onboarding coordination and verifying that new employees are ready to be scheduled.
• Prepare staffing reports and communicate upcoming labor needs to management.
• Handle employee and company information confidentially.
• Ensure employees are vetted and cleared to work on the Naval Base.

Qualifications

• Previous experience in staffing, scheduling, hospitality, catering, event planning, or a similar administrative role preferred.
• Strong organizational and time-management skills.
• Excellent written and verbal communication skills.
• Ability to manage multiple events and staffing requests simultaneously.
• Strong problem-solving skills and the ability to make quick adjustments when staffing issues arise.
• Ability to communicate professionally with employees, staffing agencies, and management.
• Must be dependable, detail-oriented, and comfortable working in a fast-paced, seasonal business.

Schedule & Availability

• Full-time position with increased workload during the busy wedding and catering season April - November.
• Must be available to support weekend event scheduling and occasional after-hours staffing issues as business needs require.
• Must be able to work nights, weekends and holidays.
• Flexibility is essential, particularly during peak season April – November and on dates with multiple events.
• Ensure staffing needs are addressed well in advance of each event.
• Maintain accurate schedules and clear communication with employees and management.
• Proactively identify and resolve staffing shortages.
• Hold employees and staffing agencies accountable for attendance, punctuality, and professional appearance.
• Demonstrate professionalism, reliability, and a strong commitment to supporting successful events.