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.