Head of Scheduling

Head of Scheduling

FROST Florida

Job Title: Head of Scheduling

Reports To: General Manager of Operations

Status: Full-Time

Direct Reports: None

Location: Lake Worth, Florida office

Work Setting: On-site

Travel: Minimal

Schedule: Full-time with evening and weekend responsiveness during peak seasons

Salary: $75,000–$85,000 per year

Job Summary

FROST Florida is seeking a Head of Scheduling to own labor planning, crew bookings, and schedule communication for live events. This role forecasts demand, secures qualified full-time and freelance personnel, and maintains confirmed crew plans across simultaneous shows. Success requires production knowledge, dependable freelancer relationships, and sound judgment when jobs compete for the same people.

Work with Project Managers, Department Heads, and Sales to turn job requirements into crew plans. Project Managers and Department Heads own technical scope and onsite direction. Operations leadership resolves priority and budget exceptions; Scheduling identifies conflicts, presents options, and keeps approved plans current.

Supervisory Responsibilities

No direct reports. Coordinate labor assignments and scheduling support. Provide attendance, reliability, and responsiveness feedback to the appropriate manager, who retains formal supervision and performance management.

Labor Planning and Crew Selection

- Maintain rolling short- and long-range labor plans for events, recurring venue work, installations, show calls, and strikes. Reserve scarce specialists early and flag limited capacity to Sales and operations leadership.

- Review labor requests with Project Managers and Department Heads. Obtain missing tasks, call times, locations, and skill requirements; escalate requests that remain incomplete.

- Assign crew based on skills, certifications, experience, availability, continuity, and the approved labor plan. Consult technical leaders when substitutions could affect execution.

- Coordinate Project Manager availability and communicate approved assignments. Escalate competing requests and concerns about workload or preparation time.

- Check the full work sequence, including warehouse preparation, overnight work, travel, driving, and the next call. Resolve overlaps and turnaround concerns with warehouse and transportation leaders.

Freelancer Booking and Confirmation

- Maintain a freelance roster with contact details, qualifications, availability, rates, and reliability records. Develop qualified contacts and engage labor vendors when the roster cannot cover demand.

- Track tentative holds, bookings, and crew confirmations separately. Recheck availability and follow up until required positions are confirmed or gaps are escalated.

- Negotiate and document freelance rates and booking terms within approved guidelines. Retain written acceptance and obtain approval for cost exceptions.

- Capture bookings, cancellations, and substitutions arranged by other team members in the central labor schedule and notify affected parties.

Schedule Records and Change Communication

- Maintain labor assignments directly in R2 and approved scheduling tools. Keep planning views, published schedules, and crew notifications consistent, including work entered by scheduling support staff.

- Publish call details by show and assignment: dates, times, locations, roles, the person in charge, attire, and relevant site instructions.

- Document changes promptly. Identify the show, specific change, affected personnel, and required response; notify crews, Project Managers, Department Heads, and other affected teams.

- Resolve callouts, no-shows, and urgent reassignments while checking impacts on other shows. Keep the current plan and remaining gaps accessible.

Cost Control and Operational Coordination

- Flag overtime, minimum-call, turnaround, specialty labor, travel, and late-change costs under approved company rules. Present options to the responsible Project Manager, Sales, and operations leadership.

- Report confirmed coverage, tentative holds, open calls, and decisions needed at upcoming-show reviews.

- Verify assignments and schedule changes for payroll or invoice questions. Route unresolved onsite hours to the Project Manager and other worked-hour questions to the supervising manager. Payroll processes pay corrections.

- Supply crew names, dates, and travel requirements to the Production Coordinator for approved bookings and administration. Coordinate warehouse staffing impacts with warehouse leadership.

- Maintain documented workflows, booking records, and backup procedures for absences. Recommend improvements to scheduling accuracy, freelancer sourcing, and change communication.

- Perform other duties related to labor scheduling and operational coordination as assigned.

Experience and Qualifications

- At least three years of live event, audiovisual production, crew logistics, or labor scheduling experience, including responsibility for technical crews across simultaneous events.

- Working knowledge of lighting, audio, video, rigging, staging, draping, scenic, and general event labor roles; ability to recognize when technical input is needed.

- Experience building freelancer relationships, securing availability, documenting rates and bookings, and resolving staffing gaps or cancellations.

- Proficiency with scheduling or production software, Google Workspace, and Excel or Sheets. R2 or comparable system experience is preferred.

- Strong organizational judgment and clear communication. Ability to challenge incomplete requests, explain staffing limits, and remain calm during urgent changes.

- Ability to balance capability, availability, cost, and workload while maintaining dependable office and field relationships.

Physical Requirements

Ability to perform sustained computer and telephone work, remain seated or standing for extended periods, and move through office and warehouse areas as needed.

Work Environment

This is primarily an on-site office position in Lake Worth, Florida, with regular interaction with warehouse and field teams. Travel is minimal. The full-time schedule requires evening and weekend responsiveness during peak seasons. Work involves frequent changes and time-sensitive staffing decisions.

Benefits and Additional Information

FROST Florida offers medical, dental, and vision benefits, a 401(k), holiday pay, and vacation benefits. FROST Florida participates in E-Verify and maintains a drug- and smoke-free workplace.

Equal Employment Opportunity and Accommodations

FROST provides equal employment opportunities to employees and applicants and prohibits discrimination based on any status protected by applicable federal, state, or local law. Reasonable accommodations will be provided to qualified individuals with disabilities to enable them to perform the essential functions of the role, absent undue hardship.