Event Staffing Coordinator

Blue Plate Catering•Chicago, IL

1d•Onsite

About The Position

The Event Staffing Coordinator serves as a key support role to the Senior Event Staffing Manager, assisting with the coordination, scheduling and confirming of FOH service and BOH culinary staffing for Blue Plate events. This role ensures accurate system management, consistent staffing execution, and clear communication across internal teams and external staffing partners. A primary responsibility of this position is the daily export and maintenance of new event data from CaterXpert into Nowsta, ensuring all events are accurately uploaded and ready for staffing assignments. This role also supports booking staff for events, assisting with staffing coordination for large-scale events, and helps ensure staffing alignment with service standards, client expectations, and operational needs. This role supports communication between field teams, operations, sales, HR, and third-party staffing agencies to ensure seamless execution and staffing readiness across all events.

Requirements

High School Diploma or equivalent.
Minimum 2 years of progressive experience within the hospitality industry, staffing coordination, or event operations preferred.
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.
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.
Ability to read, write and speak English proficiently.

Nice To Haves

Associate’s or Bachelor’s degree in Hospitality or related field preferred.
Bi-lingual preferred.
Bilingual skills preferred.

Responsibilities

Export all new events daily from CaterXpert into Nowsta, ensuring accurate and timely event creation and staffing readiness.
Obtain and verify all necessary event details to ensure proper staffing alignment based on scope, client needs, and service standards.
Maintain and update scheduling platform regularly to ensure accuracy and real-time visibility.
Develop a strong understanding of Blue Plate’s service vision, standards, and operational goals to inform staffing decisions.
Communicate any discrepancies or missing information to the Senior Staffing Manager and operations team.
Support FOH service and BOH culinary staffing coordination in partnership with the Senior Staffing Manager.
Independently manage scheduling for small-scale events based on established guidelines and staffing requirements.
Assist with scheduling and staffing coordination for large-scale and complex events.
Assign staff based on skill set, experience, availability, and event requirements.
Maintain awareness of individual team member capabilities to ensure optimal staffing placement.
Monitor staffing coverage and proactively adjust assignments to address call-offs, schedule changes, or operational needs.
Ensure adequate staffing levels across all events and respond quickly to last-minute changes by reallocating or sourcing replacements.
Give special attention to private residences, promotional events, and high-profile functions to ensure appropriate staff placement.
Communicate with FOH and BOH field teams promptly, professionally, and with empathy.
Communicate schedule updates, cancellations, and staffing changes clearly and in a timely manner.
Maintain accurate and current employee contact information and availability records.
Support coordination between field teams and internal departments including Operations, Sales, and HR.
Collaborate with Sales and Operations teams to support seamless event execution and service delivery.
Coordinate scheduling and communication with third-party staffing agencies during high-volume periods.
Maintain positive and professional relationships with agency partners.
Support tracking of agency usage and staffing allocations across events.
Ensure agency staffing aligns with Blue Plate service standards and event requirements.
Support payroll processing in Nowsta: Review and verify staff timesheets and hours for accuracy.
Support billing in CXP: Input and finalize event staffing budgets to ensure accurate cost tracking.
Assist in preparing staffing-related materials including schedules, event assignments, and staff communications.
Support onboarding readiness by ensuring staff are properly scheduled and informed prior to events.
Attend weekly production and staffing meetings as required.
Provide onsite event support when requested to assist with staffing adjustments or operational needs during busy season.
Perform additional duties as required to support staffing operations and event execution.