Personnel & Scheduling Manager

Personnel & Scheduling Manager

Central Texas | Austin, Texas Area

Reports To:

Director of Operations, Branch Manager, or designated company leadership

Schedule:

Full-time; flexible schedule required, including evenings, weekends, holidays, on-call periods, and event coverage as business needs require

Role Type:
Office-based with regular event-site support

Position Summary:

The Person nel & Scheduling Manager is responsible for workforce planning, employee scheduling, staffing fulfillment, and employee engagement for 5 STAR Event Services' Central Texas operations. This role ensures the right employees are assigned to the right positions at the right events while maintaining high standards for communication, attendance accountability, operational readiness, and client service.

Essential Duties and Responsibilities:

• Maintain appropriate and adequate staffing levels for all assigned Central Texas events.
• Receive staffing requests from clients and operations leadership and enter event details into the computerized scheduling system.
• Create, monitor, update, and finalize employee schedules using online scheduling tools, email, phone, and other approved communication methods.
• Identify, post, prioritize, and assign open jobs based on employee qualifications, availability, experience, performance history, and event requirements.
• Forecast staffing needs based on upcoming event calendars, expected attendance, client requirements, and historical staffing trends.
• Proactively identify staffing shortages and develop solutions before coverage becomes a client or operational risk.
• Adjust daily staffing levels as needed due to call-offs, client changes, weather, event changes, employee availability, or business needs.
• Notify scheduled employees of shift changes, cancellations, reporting instructions, uniform requirements, parking details, and other event-related information.
• Assist Event Managers & Supervisors with deployment planning, post assignments, check-in readiness, and last-minute staffing adjustments.
• Monitor overtime, labor utilization, schedule accuracy, and employee communication records.
• Track employee availability, cancellations, late arrivals, no-shows, overtime, schedule responsiveness, and attendance trends.
• Communicate directly with employees who violate scheduling, attendance, or communication policies.
• Partner with event supervisors to document employee achievements, attendance issues, policy violations, and performance concerns.
• Conduct coaching conversations regarding scheduling expectations, attendance reliability, professionalism, and event readiness.
• Recommend employees for recognition, advancement opportunities, preferred assignments, corrective action, or removal from assignments when appropriate.
• Escalate repeated attendance problems, performance concerns, licensing concerns, or employee conduct issues to leadership and/or HR as required.
• Serve as a primary point of contact for employee scheduling questions, availability updates, shift conflicts, and event assignment concerns.
• Build rapport with employees and understand their strengths, development areas, certifications, availability, location preferences, and event placement fit.
• Support employee engagement and retention by maintaining professional, respectful, and timely communication.
• Coordinate and support new employee onboarding, welcoming, and initial schedule placement.
• Maintain open communication with Event Managers, Supervisors, branch leadership, HR, and the 5 STAR corporate team.
• Promote company standards for reliability, professionalism, customer service, safety, and teamwork.
• Support recruiting efforts through job fairs, community outreach, networking events, employee referrals, and local partnership opportunities.
• Assist with applicant screening, interview coordination, candidate communication, and hiring follow-up as assigned.
• Maintain a pipeline of qualified and event-ready personnel for high-volume seasons, recurring venues, and urgent staffing needs.
• Review former employees for rehire consideration in accordance with company rehire eligibility standards.
• Communicate upcoming hiring needs to leadership based on event calendars, staffing trends,…