Event Staffing Coordinator

5 days ago

Chicago, IL, United States Blue Plate Catering Full time
POSITION SUMMARY: The purpose of this position is to assist with the daily staffing, administration and operation of the Service Department. The Event Staffing Coordinator plays a support role in helping the organization strive to exceed organizational standards, client expectations and event execution.

Essential Functions:
  • Develop a holistic understanding of the Blue Plate vision and Service strategic goals, initiatives and tactics.
  • Obtains all necessary event details and assigns staff based on client needs, event scope, and service standards. Give special attention to private residences, promotional events, and high-profile functions to ensure appropriate staff placement.
  • Manage scheduling for both salaried and hourly event staff. Maintain an understanding of individual team members' skills to align talent with event requirements and adjust assignments as needed to accommodate schedule changes or call-offs.
  • Communicate with staff promptly, professionally and with empathy.
  • Process and approve payroll daily. Including payroll adjustments and corrections when required.
  • Coordinate scheduling and billing for staffing agency personnel during high-volume periods and maintain positive relationships with agency partners.
  • Monitor weekly staff hours to support budget control by minimizing overtime and outsourced labor expenses.
  • Track vacation requests and work with Manager to approve time off while maintaining adequate coverage for scheduled events.
  • Provide onsite event support when requested.
  • Communicate schedule updates, cancellations, and changes to staff clearly and in a timely manner.
  • Ensure adequate staffing levels for all events and respond quickly to last-minute changes by reallocating staff or securing replacements.
  • Assist Human Resources on payroll coordination including daily entry of timesheets.
  • Collaborate with Sales and Operations teams to ensure seamless event execution and superior service delivery.
  • Maintain familiarity with event staff strengths and performance capabilities to make informed scheduling decisions aligned with departmental standards.
  • Coordinate the preparation and distribution of Event Staff (ES) packets, ensuring all required documentation is included.
  • Maintain accurate and current employee contact information, including phone numbers and email addresses.
  • Ensure all staff maintain current required certification (Food Handler, Basset) as required by city and state regulations.
  • Attend weekly production meetings.
  • Maintain and update scheduling platform regularly to ensure accuracy.
  • Perform other required tasks as required
Education and Experience: The requirements listed below are representative of the knowledge, skill, and/or ability required.
  • High School Diploma or equivalent. Associate's or Bachelor's degree in Hospitality or related field preferred.
  • Minimum 2 years of progressive experience within the hospitality industry.
Essential Qualifications: To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Blue Plate is committed to providing reasonable accommodations to qualified individuals with disabilities in accordance with the American with Disabilities Act (ADA):
  • Ability to demonstrate strong affinity for Blue Plate's mission: Our mission is to "care more" for others through food and service experiences that turn our partner's vision into reality.
  • Must demonstrate discretion, maturity, and professionalism when handling sensitive situations,
  • Impeccable service standards and attention to detail.
  • Demonstrated ability to lead people and get results through others.
  • Ability to effectively solve problems and make decisions in a fast paced, high pressure environment.
  • Highly organized and able to handle multiple responsibilities.
  • Must be able to read and communicate in English. Bi-lingual preferred.
  • Must be dependable and responsible.
  • Must be guest service oriented.
  • Possess valid driver's license with a good driving record and able to meet company auto insurance requirements.
Language Skills

Ability to read, write and speak English proficiently. Bilingual skills preferred.

Physical Demands: The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of his job. Blue Plate is committed to providing reasonable accommodations to qualified individuals with disabilities in accordance with the American with Disabilities Act (ADA):
  • While performing the duties on this job, the employee is regularly required to talk or hear.
  • Possess the ability to fulfill any and all office activities normally expected in an office setting, to include, but not limited to; remaining seated for periods of time to perform computer entry, participating in filing activity, lifting and carrying office supplies (paper ream, mail, etc.)
  • The employee must occasionally lift and/or move up to 40 pounds.
  • At times, may require more than 40 hours per week to perform the essential duties of the positions.
  • The employee frequently is required to stand, sit; use hands to feel; reach with hand and arms; and stoop, kneel, or crouch for up to 6 to 8 hours at a time.
  • Specific vision requirements include the ability to see at close range, distance vision, color vision, peripheral vision, depth perception, and the ability to adjust focus.
Work Environment: The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Blue Plate is committed to providing reasonable accommodations to qualified individuals with disabilities in accordance with the American with Disabilities Act (ADA):
  • May work in extreme heat (non-weather and weather).
  • May work in wet conditions (non-weather and weather).
  • Noise level is moderate to loud.
  • May work near toxic/caustic chemicals and with fumes or airborne particles.
  • Will work near moving or mechanical parts.
  • Internal office space.


Compensation and Benefits:

Salary Range: $25 - $28 p/h (based on experience and qualifications and scope of

responsibility).

Benefits Overview:

At Blue Plate Catering, we live our core value: We Care More by offering a comprehensive benefits

package that reflects our commitment to supporting our team's well-being and growth. Benefits include

medical, dental, and vision insurance, a 401(k)-retirement plan, and paid time off (PTO) with sick leave.

Additional perks such as commuter benefits, Flexible Spending Accounts (FSA), free meals, and pet

insurance options ensure our team feels valued. We also offer wellness rewards, an Employee

Assistance Program (EAP), and resources to help you thrive in work and life.

Blue Plate Catering complies with all applicable federal, state, and local laws governing non-

discrimination in employment, including protections related to race, color, religion, sex (including sexual

orientation, gender identity, or pregnancy), national origin, age, disability, or genetic information.

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