Bars/Concessions Administrator

- Develop, maintain, and distribute event staffing schedules for bartenders, barbacks, concession supervisors, and other assigned hourly positions. - Coordinate staffing needs with Concessions Managers, Beverage Managers, and senior leadership. - Review upcoming event calendars, BEOs, attendance projections, and operational requirements to determine staffing needs. - Maintain accurate employee rosters, availability, assigned locations, and reporting times. - Ensure schedules are published and communicated within established deadlines. - Make necessary adjustments for callouts, employee availability, operational changes, and additional staffing requests. - Maintain backup staffing lists to address last-minute shortages. - Coordinate scheduling needs for simultaneous events across Caesars Superdome, Smoothie King Center, and Champions Square. 2. Event Staffing & Readiness - Confirm staffing levels before each event and communicate any shortages or concerns to management. - Prepare staffing assignments and reporting instructions for event-day operations. - Ensure employees receive accurate information regarding reporting locations, uniform requirements, and scheduled shifts. - Coordinate last-minute staffing replacements and schedule changes. - Support employee check-in and staffing verification as needed. - Communicate staffing updates to the appropriate department managers. - Review staffing results after events to identify areas for improvement. 3. Labor Management & Reporting - Maintain accurate schedules and staffing records within ABI or other designated scheduling systems. - Monitor scheduled labor against approved staffing plans and labor budgets. - Prepare estimated versus actual labor reports. - Track employee attendance, callouts, no-shows, and staffing adjustments. - Assist management with labor forecasting based on attendance, event type, and historical staffing trends. - Identify opportunities to improve scheduling efficiency and reduce unnecessary labor costs. - Provide staffing reports and updates to leadership as requested. 4. Staffing Agency Coordination - Communicate staffing needs and event requirements to approved third-party staffing agencies. - Confirm agency staffing commitments, employee counts, and reporting times. - Coordinate changes in agency staffing requirements before events. - Track agency attendance and communicate discrepancies to management. - Ensure agency personnel receive appropriate event instructions, uniform expectations, and check-in information. - Maintain accurate records of staffing requests and agency confirmations. 5. Employee Communication & Administration - Serve as a primary point of contact for employee scheduling questions, availability updates, and shift confirmations. - Maintain organized and accurate employee scheduling records. - Assist with onboarding coordination and scheduling-system access for new employees. - Coordinate with Human Resources regarding employee status changes, onboarding requirements, and staffing eligibility. - Maintain confidentiality of employee information. - Respond to staffing inquiries professionally and promptly. - Assist with administrative projects and other duties assigned by department leadership. Performance Expectations Success in this role will be measured by the following: - Staffing schedules are accurate, complete, and distributed on time. - Staffing shortages are identified and escalated before event day. - Employee assignments, reporting times, and staffing changes are communicated clearly. - ABI schedules and employee records are consistently maintained. - Estimated and actual labor reports are completed accurately and on time. - Agency staffing commitments are confirmed before each event. - Department managers receive timely staffing updates. - Employee callouts and last-minute changes are addressed promptly. - Scheduling practices support operational readiness and responsible labor management.