Event Staffing Coordinator

Description

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 Cater Xpert 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.

• Export all new events daily from Cater Xpert 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.

• 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.

• 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.

• 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.

• 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…