Personnel & Scheduling Manager

5 STAR Event Services•Austin, TX

1d•Hybrid

About The Position

The Personnel & Scheduling Manager is responsible for workforce planning, employee scheduling, staffing fulfillment, and employee engagement for 5 STAR Event Services’ Central Texas operations. This role ensures the right employees are assigned to the right positions at the right events while maintaining high standards for communication, attendance accountability, operational readiness, and client service. The ideal candidate is proactive, highly organized, comfortable making time-sensitive decisions, and able to build strong working relationships with employees, event supervisors, managers, and the corporate team. This position is both operational and people-focused, requiring urgency, follow-through, sound judgment, and consistent communication.

Requirements

High school diploma or equivalent required
Ability to obtain and maintain a Texas DPS Private Security Bureau Level II Guard Card within the company-required timeframe.
Minimum 2 years of experience in scheduling, staffing, workforce coordination, recruiting, operations, event management, hospitality, or a related people-focused role.
Strong interpersonal skills and ability to communicate effectively by phone, email, text, and in person.
A strong sense of urgency, attention to detail, and ability to manage competing priorities in a fast-paced environment.
Demonstrated ability to organize information, follow up consistently, and maintain accurate records.
Professional judgment and discretion when handling employee information, attendance matters, and staffing challenges.
Proficiency with Microsoft Office, Outlook, cloud-based systems, and workforce or scheduling software.
Valid driver’s license and reliable transportation for occasional event-site support and supply coordination.
Ability and willingness to work a flexible schedule, including evenings, weekends, holidays, and event-related on-call periods.

Nice To Haves

Bachelor’s degree in Business, Human Resources, Communications, Hospitality, Operations Management, or a related field.
Experience using Celayix, Team XPress, or similar workforce management, scheduling, timekeeping, or employee communication platforms.
Experience in event staffing, event security, sports and entertainment venues, hospitality, large-scale operations, or high-volume hourly workforce scheduling.
Experience recruiting, onboarding, coaching, or retaining hourly employees.
Familiarity with security licensing requirements, event operations, venue credentialing, uniforms, radios, and deployment processes.
Experience creating staffing reports, tracking fill rates, monitoring overtime, and identifying labor or coverage risks.
Bilingual English/Spanish communication skills are a plus.

Responsibilities

Maintain appropriate and adequate staffing levels for all assigned Central Texas events.
Receive staffing requests from clients and operations leadership and enter event details into the computerized scheduling system.
Create, monitor, update, and finalize employee schedules using online scheduling tools, email, phone, and other approved communication methods.
Identify, post, prioritize, and assign open jobs based on employee qualifications, availability, experience, performance history, and event requirements.
Forecast staffing needs based on upcoming event calendars, expected attendance, client requirements, and historical staffing trends.
Proactively identify staffing shortages and develop solutions before coverage becomes a client or operational risk.
Adjust daily staffing levels as needed due to call-offs, client changes, weather, event changes, employee availability, or business needs.
Notify scheduled employees of shift changes, cancellations, reporting instructions, uniform requirements, parking details, and other event-related information.
Assist Event Managers & Supervisors with deployment planning, post assignments, check-in readiness, and last-minute staffing adjustments.
Monitor overtime, labor utilization, schedule accuracy, and employee communication records.
Track employee availability, cancellations, late arrivals, no-shows, overtime, schedule responsiveness, and attendance trends.
Communicate directly with employees who violate scheduling, attendance, or communication policies.
Partner with event supervisors to document employee achievements, attendance issues, policy violations, and performance concerns.
Conduct coaching conversations regarding scheduling expectations, attendance reliability, professionalism, and event readiness.
Recommend employees for recognition, advancement opportunities, preferred assignments, corrective action, or removal from assignments when appropriate.
Escalate repeated attendance problems, performance concerns, licensing concerns, or employee conduct issues to leadership and/or HR as required.
Serve as a primary point of contact for employee scheduling questions, availability updates, shift conflicts, and event assignment concerns.
Build rapport with employees and understand their strengths, development areas, certifications, availability, location preferences, and event placement fit.
Support employee engagement and retention by maintaining professional, respectful, and timely communication.
Coordinate and support new employee onboarding, welcoming, and initial schedule placement.
Maintain open communication with Event Managers, Supervisors, branch leadership, HR, and the 5 STAR corporate team.
Promote company standards for reliability, professionalism, customer service, safety, and teamwork.
Support recruiting efforts through job fairs, community outreach, networking events, employee referrals, and local partnership opportunities.
Assist with applicant screening, interview coordination, candidate communication, and hiring follow-up as assigned.
Maintain a pipeline of qualified and event-ready personnel for high-volume seasons, recurring venues, and urgent staffing needs.
Review former employees for rehire consideration in accordance with company rehire eligibility standards.
Communicate upcoming hiring needs to leadership based on event calendars, staffing trends, and anticipated coverage gaps.
Maintain accurate employee, event, schedule, availability, and attendance information in company scheduling and workforce management systems.
Use Celayix or other approved workforce management tools to support scheduling accuracy, employee communication, and reporting.
Generate and share staffing, attendance, overtime, fill-rate, open-shift, and event-readiness reports as requested.
Identify process improvements that increase staffing efficiency, schedule accuracy, employee responsiveness, and leadership visibility.
Assist with inventory control for uniforms, radios, credentials, and other event-related equipment or supplies.
Coordinate distribution, recovery, and tracking of company-issued equipment as needed.
Support event preparation efforts to ensure personnel, uniforms, equipment, supplies, and deployment details are ready before event start.