Event Staffing Coordinator

Description Department: Operations FSLA: Non-Exempt Status: Full Time / Part Time Customary Days: Monday - Saturday Customary Hours: Varies to include evenings, weekends, holidays, and extended hours as business requires Position Summary The Event Staffing Coordinator serves as a key support role to the Senior Event Staffing Manager, assisting with the coordination, scheduling and confirming of FOH service and BOH culinary staffing for Blue Plate events. This role ensures accurate system management, consistent staffing execution, and clear communication across internal teams and external staffing partners. A primary responsibility of this position is the daily export and maintenance of new event data from CaterXpert into Nowsta, ensuring all events are accurately uploaded and ready for staffing assignments. This role also supports booking staff for events, assisting with staffing coordination for large-scale events, and helps ensure staffing alignment with service standards, client expectations, and operational needs. This role supports communication between field teams, operations, sales, HR, and third-party staffing agencies to ensure seamless execution and staffing readiness across all events. Essential Functions Event System Management & Data Accuracy Export all new events daily from CaterXpert into Nowsta, ensuring accurate and timely event creation and staffing readiness. Obtain and verify all necessary event details to ensure proper staffing alignment based on scope, client needs, and service standards. Maintain and update scheduling platform regularly to ensure accuracy and real‑time visibility. Develop a strong understanding of Blue Plate’s service vision, standards, and operational goals to inform staffing decisions. Communicate any discrepancies or missing information to the Senior Staffing Manager and operations team. Event Staffing & Scheduling Support Support FOH service and BOH culinary staffing coordination in partnership with the Senior Staffing Manager. Independently manage scheduling for small‑scale events based on established guidelines and staffing requirements. Assist with scheduling and staffing coordination for large‑scale and complex events. Assign staff based on skill set, experience, availability, and event requirements. Maintain awareness of individual team member capabilities to ensure optimal staffing placement. Monitor staffing coverage and proactively adjust assignments to address call‑offs, schedule changes, or operational needs. Ensure adequate staffing levels across all events and respond quickly to last‑minute changes by reallocating or sourcing replacements. Give special attention to private residences, promotional events, and high‑profile functions to ensure appropriate staff placement. Communication & Field Team Coordination Communicate with FOH and BOH field teams promptly, professionally, and with empathy. Communicate schedule updates, cancellations, and staffing changes clearly and in a timely manner. Maintain accurate and current employee contact information and availability records. Support coordination between field teams and internal departments including Operations, Sales, and HR. Collaborate with Sales and Operations teams to support seamless event execution and service delivery. Third‑Party Staffing Coordination Coordinate scheduling and communication with third‑party staffing agencies during high‑volume periods. Maintain positive and professional relationships with agency partners. Support tracking of agency usage and staffing allocations across events. Ensure agency staffing aligns with Blue Plate service standards and event requirements. Administrative Support Support payroll processing in Nowsta: review and verify staff timesheets and hours for accuracy. Support billing in CXP: input and finalize event staffing budgets to ensure accurate cost tracking. Operational Support & Execution Readiness Assist in preparing staffing‑related materials including schedules, event assignments, and staff communications. Support onboarding readiness by ensuring staff are properly scheduled and informed prior to events. Attend weekly production and staffing meetings as required. Provide onsite event support when requested to assist with staffing adjustments or operational needs during busy season. Perform additional duties as required to support staffing operations and event execution. Requirements Education and Experience High School Diploma or equivalent. Associate’s or Bachelor’s degree in Hospitality or related field preferred. Minimum 2 years of progressive experience within the hospitality industry, staffing coordination, or event operations preferred. Essential Qualifications Ability to demonstrate strong affinity for Blue Plate’s mission: care more for others through food and service experiences that turn partners’ vision into reality. Must demonstrate discretion, maturity, and professionalism when handling sensitive situations. Impeccable service standards and attention to detail. Demonstrated ability to lead people and get results through others. Ability to effectively solve problems and make decisions in a fast‑paced, high‑pressure environment. Highly organized and able to handle multiple responsibilities. Must be able to read and communicate in English. Bilingual preferred. Must be dependable and responsible. Must be guest‑service oriented. Possess valid driver’s license with a good driving record and able to meet company auto insurance requirements. Language Skills Ability to read, write and speak English proficiently. Bilingual skills preferred. Physical Demands While performing the duties on this job, the employee is regularly required to talk or hear. Possess the ability to fulfill any and all office activities normally expected in an office setting, to include, but not limited to; remaining seated for periods of time to perform computer entry, participating in filing activity, lifting and carrying office supplies (paper ream, mail, etc.) The employee must occasionally lift and/or move up to 40 pounds. At times, may require more than 40 hours per week to perform the essential duties of the positions. The employee frequently is required to stand, sit; use hands to feel; reach with hand and arms; and stoop, kneel, or crouch for up to 6 to 8 hours at a time. Specific vision requirements include the ability to see at close range, distance vision, color vision, peripheral vision, depth perception, and the ability to adjust focus. Work Environment May work in extreme heat (non‑weather and weather). May work in wet conditions (non‑weather and weather). Noise level is moderate to loud. May work near toxic/caustic chemicals and with fumes or airborne particles. Will work near moving or mechanical parts. Internal office space. Compensation and Benefits Salary Range: $24 – $28 hourly (based on experience and qualifications and scope of responsibility). Benefits Overview At Blue Plate Catering, we live our core value: We Care More by offering a comprehensive benefits package that reflects our commitment to supporting our team’s well‑being and growth. Benefits include medical, dental, and vision insurance, a 401(k) retirement plan, and paid time off (PTO) with sick leave. Additional perks such as commuter benefits, Flexible Spending Accounts (FSA), free meals, and pet insurance options ensure our team feels valued. We also offer wellness rewards, an Employee Assistance Program (EAP), and resources to help you thrive in work and life. Blue Plate Catering complies with all applicable federal, state, and local laws governing non‑discrimination in employment, including protections related to race, color, religion, sex (including sexual orientation, gender identity or pregnancy), national origin, age, disability, or genetic information. #J-18808-Ljbffr