Labor Scheduler/Coordinator

Frost Florida; Lake Worth (TX); On-site; USD 50,000 - 70,000; Full time

Benefits offered by this job

Medical, dental, and vision insurance

401k

Holiday and vacation pay

Job summary

A leading event production company in Texas is seeking an experienced Labor Scheduler responsible for creating and managing schedules for event crews such as technicians and installers. This role requires at least 3 years of experience in event operations within live environments and strong organizational skills. Candidates should also be flexible with their work schedules, as hours may extend outside the standard working day. The company offers competitive pay and a comprehensive benefits package.

Qualifications

• A minimum of 3 years experience in event operations, crew logistics, and production coordination within live entertainment environments.
• Strong skills in time management, multitasking, problem-solving, and communication.
• Experience with Google Workspace and Excel/Sheets.

Responsibilities

• Create and manage labor schedules for event crew.
• Communicate shift details and confirm staff availability.
• Track freelance crew rates and hours.

Job description

Overview

Primary function: Responsible for creating, managing, and adjusting labor schedules for event crew (e.g., installers, technicians, decorators, logistics teams) to ensure seamless execution of live events (such as weddings, corporate events, galas, festivals, etc.). You will be responsible for the planning, assigning, and tracking staff schedules to ensure all departments are properly staffed for pre-production, setup, execution, and breakdown.

Roles and Responsibilities

Schedule Creation & Maintenance

• Build staff schedules based on event timelines, load-in/load-out windows, and client needs.
• Assign roles by shift, skill set, and availability (e.g., riggers, drivers, stagehands, various tech needs).
• Track labor needs across multiple events and locations.
• Create and maintain crew list and contact info.

Staff Coordination

• Communicate shift times, locations, dress code, and responsibilities to freelancers.
• Confirm staff availability and track callouts or changes.
• Act as point of contact for no-shows or last-minute reassignments.

Software & Documentation

• Use scheduling software or tools (e.g., R2, Excel, Google Sheets).
• Maintain up-to-date labor rosters and event production schedules.
• Keep a central call sheet or run-of-show document updated with labor details.
• Stay up to date on all labor laws/rules (e.g., meal penalties, OT/DT, holiday rates, dark day rates).

Compliance & Labor Tracking

• Work closely with Project Managers, Department Leads, and Sales force.
• Flag any labor overages or shortages to production leads (e.g., no OT/DT/Turnaround time in budget or incorrect).
• Ensure accurate invoices are submitted to payroll and follow up when needed.
• Coordinate with staffing agencies, freelance labor pools, and third-party vendors.
• Track freelance crew rates, hours, and contract agreements.

Event Support & Flexibility

• Be available to adjust schedules in real time as event needs change.
• Respond to last-minute changes in labor needs, including weather, delays, or client requests.

Basic Qualifications

• Tech Tools: Google Workspace, Excel/Sheets, R2 for schedule tracking.
• Strong Skills: Time management, multitasking, problem-solving, clear communication, strong organizational skills, attention to detail.
• Must-Have: A minimum of 3 years experience in event operations, crew logistics, and production coordination within live entertainment environments, including time spent onsite.
• Extra Skills: Ability to assist with / perform making hotel, airfare, and rental car reservations along with submitting per diem needs in a timely manner.

Additional Information

Frost Florida is an Equal Opportunity employer. All qualified applicants will receive consideration for employment without regard to race, color, national origin, religion, gender, gender identity, sexual orientation, disability, or protected veteran status.

We are a Drug and Smoke-Free Workplace. We offer a competitive pay and benefits package including medical, dental, vision, 401k, holiday and vacation pay. We would love to have the opportunity to meet you and discuss this exciting opportunity!

This position is classified as Exempt. Standard warehouse working hours are Monday through Friday, 9 AM to 5 PM. Onsite working hours will often fall outside the standard 9 AM to 5 PM times. Candidates should have flexibility with their work schedule as shifts involving long, extended hours are often required during high-volume months.

Employment Details

We are not listing other positions here for this refinement; the focus is on the Labor Scheduler role.

We are keeping the following notes from the original posting: Referrals increase your chances of interviewing at Frost Florida by 2x. Get notified about new Laborer jobs in Lake Worth, FL.