Event Staffing & Recruiting Manager - Total Entertainment

Total Entertainment is an all-encompassing, full-service entertainment and event production company. We have over 20 years of experience developing and producing both corporate and social events in the Tri-State area and nationwide! Total Entertainment offers creative direction and design, custom builds, interactive experiences, fun foods, entertainment, production, and beyond. With over 500 events per year and an extensive client list, nothing is too small, too big, or too detailed for our event specialists to bring to life!

Position Description

Total Entertainment is seeking a motivated and detail-oriented Staffing & Recruiting Manager to join our team, reporting directly to the COO. In this role you will be responsible for overall recruiting for the Company, as well as managing and scheduling the Event Production Staff (EE Staff) roster, to include hiring, onboarding, scheduling logistics, communications, facilitating trainings, payroll preparations, and performance follow-ups. The ideal candidate has great attention to detail, prior personnel management and scheduling experience, Payroll processes exposure, and strong administrative skills, preferably within the Event Industry or related field. This position requires a high level of integrity and confidentiality, and the leadership, communication, and professionalism to successfully support the event staff. We offer a competitive salary and benefits package, as well as opportunities for growth and advancement within the company.

DURING BUSY SEASONS (FALL & SPRING) EXPECTATION IS 4-5 DAYS IN OFFICE. DURING SLOW SEASONS (WINTER AND SUMMER), EXPECTATION IS 2-3 DAYS IN OFFICE. FLEXIBLE AS NEEDED, WITH COMMUNICATION AND APPROVAL FROM COO

Current Manager is involved in hiring and training for this position, until new hire is up and running

Responsibilities

· Create and oversee scheduling of all event staff to ensure a successful event and satisfied clients. This entails combining knowledge, critical thinking, attention to detail and teamwork to determine staffing levels, positions, skillsets, call times, trucking logistics, etc.

· Work with TE Event Coordinators and Sales Managers to understand specific event needs and obtain staff requests. Act as gatekeeper between event staff and the Company.

· Review and enter into system the weekly Event Coordinator overview schedule sent by Upper Management. Use this as a foundation to build the schedule and ensure teams are well-balanced.

· Collaborate with Warehouse Management, to include the General Manager, Assistant Managers, Technical Director, Workshop Manager, Signage Management, and Photo Booth supervisors, to ensure staffing logistics are discussed and planned effectively.

· Track staff work order (schedule) confirmations and adjust schedule as needed.

· Track and record staff availabilities, restrictions and preferences.

· Point person for all call offs, no shows and sick calls for event staff, and responsible for finding coverage or adjusting allocations as needed. This includes outside of office hours.

· Oversee event staff pay and raises, and complete initial payroll calculations. Cooperate to ensure final Payroll reports are ready by Monday afternoons.

· Work alongside the Payroll and Accounting Departments to adjust payroll as needed.

· Act as liaison for event staff and Payroll, and help with troubleshooting pay discrepancies.

· Weekly review of Captain’s Reports to address positive and negative staff feedback, as well as details that may affect payroll, such as load out overtime.

· Post and oversee all Company job positions on platforms such as Indeed, Heartland and LinkedIn, and execute and/or facilitate scheduling interviews.

· Assist in creating and editing job descriptions and offer letters.

· Manage online new hire paperwork for event staff and track statuses. This includes onboarding via our online Payroll platform Heartland, establishing rates, creating contact profiles in Music Business Management system (MBM), and sharing new hire info with Accounting and Payroll.

· Manage new hire resources and onboarding documents, ensuring event staff are set up for success on their first day.

· Ensure event staff is aware and knowledgeable about default work attire, as well as special attire requests.

· Manage and track event staff TE t-shirts, and work with purchasing to ensure inventory is appropriate at all times.

· Share ongoing and clear communications with event staff to keep them up-to-date on current and near-future business levels, as well as any updates to protocols or work expectations.

· Address appropriate and simple event staff incidents and employee relations. Involve HR and Upper Management as needed.

· Work with Upper Management and HR on off-boarding and letting go of staff based on recorded staff incidents and issues.

· Keep all documents and resources pertaining to this position updated.

· Send Company-wide birthday announcements for all in-office and/or full-time employees.

· Assist in all other aspects of event staff and hiring as delegated by Upper Management.

Requirements

· College degree or higher, or equivalent experience

· 2+ years of personnel management or supervision experience

· 2+ years of administrative experience

· Ability to work both independently and collaboratively within a team

· Passion for working alongside operations and logistics

· Passion for leadership and confident decision making

· Excellent written and verbal communication

· Strong organizational, multitasking and administrative skills

· Extremely detail-oriented and meticulous

· Professional demeanor and understanding of confidentiality

· Ability to respond to and address urgent staffing matters outside of office hours

· Flexibility to occasionally work evenings and weekends, as required for events and projects

· Proficiency in Microsoft Office and Google Drive suites

· Familiarity with online communications platforms

· Ability to learn and become proficient in TE’s proprietary event software (Music Business Management; MBM)

Bonus Qualities

· Previous staff scheduling or logistics experience preferred but not required

· Additional education or certification in personnel management or Human Resources

· Additional education or certification in an Event Management or hospitality related field

· Ambition to grow within the company