Workforce Operations Coordinator

POSITION SUMMARY

The Workforce Operations Coordinator is responsible for coordinating hospitality staffing operations, scheduling, workforce communication, and payroll/timekeeping administration for all events. This role works closely with the Hospitality Staffing & Team Development Manager to ensure staffing needs are met, labor systems remain accurate, and event teams are properly supported.

Strong communication, organization, urgency, and time management are essential to maintaining efficient staffing operations, workforce accountability, and successful event execution.

Principle Roles and Responsibilities:

Scheduling & Workforce Operations

• Maintain staffing requirements within TPP and Staffmate.

• Coordinate and assign staffing positions for all events.

• Manage shift changes, call-offs, no-shows, and last-minute staffing needs.

• Communicate staffing updates through email, phone, and text.

• Maintain awareness of upcoming event staffing requirements and operational demands.

• Create Back-up roles to provide support to accommodate callouts/no-shows to ensure events are fully

staffed.

• Work closely with sales and operations to ensure proper staffing levels.

Operational Standards & Accountability

• Reinforce professionalism, preparedness, communication, cleanliness, and event execution standards.

• Monitor labor productivity and staffing efficiency.

• Identify recurring operational and staffing challenges.

• Develop recommendations for process improvements.

• Support corrective coaching and retraining efforts.

Timekeeping & Payroll Review

· Coordinate with payroll/HR to ensure proper employee classification, pay rates, and onboarding

documentation are complete

· Review and verify employee time entries for all catering events to ensure accuracy and completeness

· Ensure staff clock-in/out times align with scheduled event timing and actual hours worked

· Resolve discrepancies in time reporting, including missed punches, early/late arrivals, or overtime

· Approve payroll hours in the system in a timely manner to meet payroll deadlines

· Communicate with employees and supervisors regarding payroll corrections or clarifications

· Track and monitor overtime to ensure compliance with company policy and labor laws

· Maintain accurate payroll records and documentation for all event staff

Additional Responsibilities

· Act as back-up support for Hospitality Staffing & Team Development Manager.

· Support and participate in various company projects, initiatives, and programs as needed.

· Attend weekly Thursday Operations meetings at 1:00 with all managers.

· Other functions as required to meet the needs of Pepper Moon Corporation.

Qualifications/Skills & Education/Knowledge Requirements:

· High school diploma or equivalent required; additional education in hospitality, business, or related field preferred

· Previous experience in staffing, scheduling, or event coordination, preferably in catering or hospitality

· Strong organizational and time management skills with the ability to manage multiple events simultaneously

· Must have an adeptness, willingness, and the patience to coach/train

· Excellent communication and interpersonal skills for working with staff, management, and clients

· Ability to problem-solve quickly and make decisions in a fast-paced, event-driven environment

· Experience with scheduling or staffing software (e.g., Staffmate, TPP, or similar systems)

· Knowledge of payroll processes and basic labor law compliance preferred

· Strong attention to detail, especially with scheduling accuracy and event timing

· Must be available to work Spring and Fall Furniture Markets, Wyndham Championship, and December Holiday Season, and evenings and weekends as needed based upon event schedule.

Preferred Skills :

· Staffmate

· TPP staffing

· Scheduling

· Call-offs

· Shift swaps

· Payroll review

· Labor reporting

· Staffing forecasts

· Previous experience in catering or event-based staffing management

· Familiarity with onboarding and training processes for event staff

· Experience attending or supporting events in an operational role

What Success Looks Like Success is measured by the department’s ability to consistently provide well-prepared, professional, accountable, and service-focused hourly staff who positively contribute to operational efficiency, guest experience, and company culture.

Success Metrics

• Event staffing fill rates.

• Labor productivity.

Scheduling accuracy.

• No-show reduction.

• Payroll accuracy.

• Team Lead development.

• Operational readiness and staffing efficiency. Successful leadership within these roles results in: · Events that are appropriately staffed with dependable, prepared, and professional team members.

· Strong recruiting pipelines that attract individuals aligned with Pepper Moon’s Core Values, hospitality standards, and work ethic expectations.

· Efficient onboarding processes that ensure employees are properly documented, trained, and ready to contribute quickly and successfully; and new employees are promptly welcomed and engaged by existing team members.

· Consistent training systems that create confidence, accountability, professionalism, and operational consistency across all event staff.

· Team Leads and hourly staff who clearly understand service expectations, event execution standards, guest interaction expectations, and workplace professionalism.

· Team Leads and key staff are empowered to confidently manage day-to-day event operations, problem-solving, and decision-making independently, reducing reliance on management involvement during non-working hours except for urgent operational matters, allowing for healthy work-life balance for Staffing Management.

· Clear communication parameters are explained, understood and utilized by all team members (when it is appropriate to call with non-urgent questions, schedule change requests versus car trouble, imminent inability to work problems, etc.) · Reduced operational issues related to staffing shortages, poor communication, lack of preparedness, attendance concerns, or inconsistent performance.

· Improved employee retention through stronger support, communication, coaching, and development opportunities.

· Increased labor efficiency through proper staffing alignment, productivity expectations, accountability, and effective time management. · Accurate tracking and documentation of training progress, performance concerns, coaching conversations, and employee development initiatives.

· Proactive identification and resolution of staffing or training gaps before they negatively impact operations or guest experience.

· Payroll processes are concise and accurate.

· A positive, fast-paced, team-oriented culture where accountability, urgency, professionalism, and hospitality excellence are consistently reinforced.

· Sales and Operational leaders who can rely on the department for staffing support, training consistency, communication, and problem-solving.

· Hourly staff who represent Pepper Moon professionally through appearance, attitude, preparedness, teamwork, and guest engagement at every event. Overall, success is achieved when staffing operations, training systems, and employee accountability work together to retain team members and create a dependable, highly functioning hospitality team capable of executing events at a consistently high level. EOE/AA – Minorities/Females/Vet/Disability/Gender Identity/Sexual Orientation General Information: The above statements are intended to describe the general nature and level of work being performed by individuals assigned to this position. They are not intended to be an exhaustive list of all duties, responsibilities, and skills required of personnel so classified. The Performance Plan/Initial Assessment for this position is 90 Days at which time the rating will be Retain, Continue to Monitor, or Discontinue Employment. Interim evaluations will also be provided on a 30- and 60-day basis. Additional Notes:

• Comprehensive competitive benefits package.