Labor Scheduler​/Coordinator

Overview

Primary function:
Responsible for creating, managing, and adjusting labor schedules for event crew (e.g., installers, technicians, decorators, logistics teams) to ensure seamless execution of live events (such as weddings, corporate events, galas, festivals, etc.). You will be responsible for the planning, assigning, and tracking staff schedules to ensure all departments are properly staffed for pre-production, setup, execution, and breakdown.

• Build staff schedules based on event timelines, load-in/load-out windows, and client needs.
• Assign roles by shift, skill set, and availability (e.g., riggers, drivers, stagehands, various tech needs).
• Track labor needs across multiple events and locations.
• Create and maintain crew list and contact info.

• Communicate shift times, locations, dress code, and responsibilities to freelancers.
• Confirm staff availability and track callouts or changes.
• Act as point of contact for no-shows or last-minute reassignments.

• Use scheduling software or tools (e.g., R2, Excel, Google Sheets).
• Maintain up-to-date labor rosters and event production schedules.
• Keep a central call sheet or run-of-show document updated with labor details.
• Stay up to date on all labor laws/rules (e.g., meal penalties, OT/DT, holiday rates, dark day rates).

• Work closely with Project Managers, Department Leads, and Sales force.
• Flag any labor overages or shortages to production leads (e.g., no OT/DT/Turnaround time in budget or incorrect).
• Ensure accurate invoices are submitted to payroll and follow up when needed.
• Coordinate with staffing agencies, freelance labor pools, and third-party vendors.
• Track freelance crew rates, hours, and contract agreements.

• Be available to adjust schedules in real time as event needs change.
• Respond to last-minute changes in labor needs, including weather, delays, or client requests.

• Tech Tools: Google Workspace, Excel/Sheets, R2 for schedule tracking.
• Strong
  
  Skills:
  
  Time management, multitasking, problem-solving, clear communication, strong organizational skills, attention to detail.
• Must-Have: A minimum of 3 years experience in event operations, crew logistics, and production coordination within live entertainment environments, including time spent onsite.
• Extra
  
  Skills:
  
  Ability to assist with / perform making hotel, airfare, and rental car reservations along with submitting per diem needs in a timely manner.

Frost Florida is an Equal Opportunity employer. All qualified applicants will receive consideration for employment without regard to race, color, national origin, religion, gender, gender identity, sexual orientation, disability, or protected veteran status.

We are a Drug and Smoke-Free Workplace. We offer a competitive pay and benefits package including medical, dental, vision, 401k, holiday and vacation pay. We would love to have the opportunity to meet you and discuss this exciting opportunity!

This position is classified as Exempt. Standard warehouse working hours are Monday through Friday, 9 AM to 5 PM. Onsite working hours will often fall outside the standard 9 AM to 5 PM times. Candidates should have flexibility with their work schedule as shifts involving long, extended hours are often required during high-volume months.

We are not listing other positions here for this refinement; the focus is on the Labor Scheduler role.

We are keeping the following notes from the original posting:
Referrals increase your chances of interviewing at Frost Florida by 2x. Apply BELOW