Bars/Concessions Administrator

ASM Global • New Orleans, LA

6d

About The Position

The Bars/Concessions Administrator coordinates event staffing schedules and staffing readiness for bartenders, barbacks, concession supervisors, other assigned hourly employees, and third-party agency personnel. The role works with Concessions Managers, Beverage Managers, senior leadership, Human Resources, and department managers to assess event staffing requirements and keep assignments, employee records, and schedules accurate and current. It supports simultaneous events at Caesars Superdome, Smoothie King Center, and Champions Square.

The administrator prepares event staffing assignments and reporting instructions, confirms staffing levels, communicates changes and shortages, and assists with employee check-in and staffing verification as needed. The role maintains schedules and records in ABI or other designated systems, tracks attendance and staffing changes, monitors scheduled labor against approved plans and budgets, and prepares estimated-versus-actual labor reports. It also coordinates agency staffing commitments and instructions, responds to employee scheduling questions, supports onboarding coordination, and handles related administrative work.

Success is measured by accurate and timely schedules and reports, advance identification and escalation of staffing shortages, clear communication of assignments and changes, confirmed agency commitments, well-maintained records, and scheduling practices that support operational readiness and responsible labor management.

Responsibilities

• 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 event calendars, BEOs, attendance projections, and operational requirements to determine staffing needs.
• Maintain accurate employee rosters, availability, assigned locations, and reporting times.
• Publish and communicate schedules within established deadlines; adjust them for callouts, availability, operational changes, and additional requests.
• Maintain backup staffing lists for last-minute shortages and coordinate staffing across simultaneous events at Caesars Superdome, Smoothie King Center, and Champions Square.
• Confirm staffing levels before events and communicate shortages or concerns to management.
• Prepare staffing assignments and reporting instructions, including 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 department managers and review staffing results after events for improvement opportunities.
• Maintain schedules and staffing records in ABI or other designated scheduling systems.
• Monitor scheduled labor against approved staffing plans and budgets, prepare estimated-versus-actual labor reports, and track attendance, callouts, no-shows, and adjustments.
• Assist management with labor forecasting based on attendance, event type, and historical trends; identify opportunities to improve scheduling efficiency and reduce unnecessary labor costs.
• Provide staffing reports and updates to leadership as requested.
• Communicate staffing needs and event requirements to approved third-party staffing agencies; confirm staffing commitments, employee counts, and reporting times.
• Coordinate agency staffing changes, track agency attendance, communicate discrepancies, and ensure agency personnel receive event instructions, uniform expectations, and check-in information.
• Maintain records of staffing requests and agency confirmations.
• Serve as a primary contact for employee scheduling questions, availability updates, and shift confirmations; respond professionally and promptly.
• Maintain organized and accurate employee scheduling records and keep employee information confidential.
• Assist with onboarding coordination and scheduling-system access for new employees; coordinate with Human Resources regarding employee status changes, onboarding requirements, and staffing eligibility.
• Assist with administrative projects and other duties assigned by department leadership.

What This Job Offers

• Job Type: Full-time
• Education Level: No Education Listed