Workforce Administrator

Kilowatt Events, Inc.; San Diego (CA); On-site; USD 39,000 - 44,000; Part time

Job summary

Kilowatt Events, Inc. in San Diego is seeking a part-time Workforce Administrator to coordinate freelance and contractor staffing from availability outreach through post-event payroll. The role supports staffing, onboarding, and payroll processes across events.

The position requires strong organization, communication, and multitasking in a fast-paced event environment, with in-office hours in San Diego. The hourly rate ranges from $28 to $32, reflecting start base compensation and internal

Qualifications

• Experience coordinating freelance and contractor staffing for events.
• Proficiency with Monday.com and Wrapbook payroll.
• Strong organizational and multitasking abilities with attention to detail.
• Excellent written and verbal communication; ability to work independently.

Responsibilities

• Book and schedule freelance and contractor staff for events.
• Process freelancer availability and interest forms.
• Track staffing confirmations and identify open positions or recruitment needs.
• Coordinate contractor interview scheduling and candidate follow ups.
• Oversee staffing inbox and ensure timely staffing communications.
• Support and oversee event staff travel bookings via Navan.
• Other duties as assigned to support workforce operations
• Prepare and distribute offer letters using Monday.com.
• Oversee contractor onboarding via Wrapbook and related documentation.
• Track required documentation and certifications for event staff.
• Input payroll data for manager review and track changes per event.
• Process pre-event per diem through Wrapbook.
• Process post-event expense reimbursements and review timecards/expenses.

Skills

Workforce operations

Project management tools

Payroll systems

Organization

Communication

Independent work

Tools

Wrapbook

Monday.com

Navan

Job description

The Workforce Administrator is responsible for the day-to-day coordination of Kilowatt Events freelance and contractor workforce, ensuring a seamless staffing experience from availability outreach through post-event payroll. This role supports workforce operations by coordinating event staffing, preparing offer letters, managing Wrapbook (our 3rd party payroll platform) onboarding, maintaining workforce records, processing per diems, reimbursements, and payroll, supporting event travel logistics, and serving as a primary point of contact for contractor staffing communications.

Reporting to the Workforce Coordinator, the Workforce Administrator helps ensure events are staffed efficiently and every contractor is prepared for success. This role requires exceptional organization, attention to detail, strong communication skills, and the ability to manage multiple priorities in a fast-paced event environment while delivering a positive experience for both internal teams and event staff.

Essential Functions

Event Staffing Administration

• Book and schedule freelance and contractor employees for events.
• Process freelancer availability and interest forms.
• Track staffing confirmations and identify open positions or recruitment needs.
• Coordinate contractor interview scheduling and candidate follow ups.
• Oversee the staffing inbox and ensure staffing-related communications are organized, timely, and appropriately addressed.
• Support and oversee event staff travel bookings via our travel platform (Navan), including flights and hotels.
• Other duties as assigned to support workforce operations

Onboarding & Payroll Support

• Prepare and distribute offer letters for event staff using Monday.com.
• Oversee contractor onboarding via our payroll platform (Wrapbook), as well as Code of Conduct, contractor agreements, and other required documentation.
• Track required documentation and certifications for event staff and temporary workforce.
• Input payroll data for manager review and track changes or updates per event.
• Process pre-event per diem through Wrapbook when applicable.
• Process post-event expense reimbursements in coordination with staff and internal teams.
• Review timecards/expenses prior to final Manager review in Wrapbook.

Qualifications

• Proven experience in workforce operations and systems.
• Proficiency with project management tools (e.g., Monday.com), and payroll systems (e.g., Wrapbook).
• Strong organizational and multitasking skills with attention to detail.
• Excellent communication skills, both written and verbal.
• Ability to work independently while meeting deadlines.
• 3+ professional references required.

Additional Requirements

• Must be available to work majority of hours in our San Diego office.

Who We Are

Kilowatt Events is a woman owned, live event production business that specializes in building and operating temporary event venues, designing custom brand activations, and creating turnkey programs for the fan experience. Our expertise has supported televised world-class sporting productions, Red Carpets, Lifestyle Festivals, Fortune 100 Corporate Events and is proud to have collected a Sports EMMY for our work on the College Football National Championship for ESPN.

Kilowatt is committed to creating a diverse environment and is proud to be an equal opportunity employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, gender, gender identity or expression, sexual orientation, national origin, genetics, disability, age, or veteran status.

The hourly rate for this part-time position is $28-32/hour. The pay scale provided is the range that Kilowatt Events reasonably expects to pay as starting base compensation for this role. All Kilowatt Events compensation remains subject to final determination based on individual candidate qualifications, experience, or other reasonable criteria consistent with Kilowatt Events' operational business needs and applicable law.