Personnel & Scheduling Manager

5 STAR EVENT SERVICES 

Personnel & Scheduling Manager 

Central Texas | Austin, Texas Area 

Job Title 

Personnel & Scheduling Manager 

Department 

Operations / Personnel 

Location 

Central Texas, Austin, Texas Area 

Reports To 

Director of Operations, Branch Manager, or designated company leadership 

Schedule 

Full-time; flexible schedule required, including evenings, weekends, holidays, on-call periods, and event coverage as business needs require 

Role Type 

Office-based with regular event-site support 

Position Summary 

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. 

Essential Duties and Responsibilities 

Staffing, Scheduling, and Workforce Planning 

• 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. 

Performance Management and Attendance Accountability 

• 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. 

Team Building and Employee Relations 

• 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. 

Recruiting and Workforce Pipeline 

• 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. 

Systems, Records, and Reporting 

• 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. 

Equipment and Event Readiness 

• 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. 

Authority and Decision-Making Responsibilities 

This role is expected to make timely scheduling and staffing decisions within established company policies while escalating higher-risk matters to leadership. The following outlines the general scope of authority: 

Decision Level 

Scope of Authority 

May independently 

Assign employees to open shifts based on qualifications, availability, experience, client requirements, and operational need. Make routine schedule changes, communicate shift updates, track attendance issues, and coordinate event staffing logistics. 

May recommend 

Employee coaching, corrective action, removal from specific assignments, recognition, advancement opportunities, rehire eligibility review, recruiting priorities, and process improvements. 

Must escalate 

Coverage risks that could affect client commitments, repeated attendance violations, employee conduct concerns, overtime/labor cost concerns, licensing or qualification issues, client complaints, and urgent personnel shortages. 

Requires approval 

Final disciplinary action, termination, compensation decisions, policy exceptions, significant labor cost commitments, and decisions outside established company procedures. 

Measurable Performance Expectations 

Performance will be evaluated based on both operational outcomes and the quality of communication, judgment, follow-through, and employee engagement demonstrated in the role. 

Performance Area 

Measurable Expectation 

Event staffing fill rate 

Maintain 98%+ final shift coverage for confirmed event orders; escalate shortages according to coverage risk. 

Open shift aging 

Review open shifts daily and prioritize shifts within 72 hours of event start. 

Schedule accuracy 

Maintain accurate schedules, shift details, assignments, and employee notifications in the scheduling system. 

Attendance accountability 

Track call-offs, late arrivals, no-shows, overtime, and policy violations; document and escalate trends timely. 

Employee responsiveness 

Maintain timely communication with employees regarding availability, assignments, changes, and event expectations. 

Workforce pipeline 

Maintain an active pool of qualified, licensed, and event-ready employees for peak periods and urgent staffing needs. 

Reporting cadence 

Provide regular staffing, attendance, and risk updates to leadership before high-volume events and as requested. 

Event readiness 

Coordinate with operations to confirm staffing, deployment details, uniforms, radios, credentials, and related event needs. 

Required Qualifications 

• High school diploma or equivalent required; bachelor’s degree preferred. 

• 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. 

Preferred Experience and Skills 

• 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. 

Work Environment and Physical Requirements 

• Primarily office-based with regular communication by phone, email, text, and scheduling system throughout the day. 

• Regular event-site presence may be required for staffing support, deployment coordination, employee check-in, or operational troubleshooting. 

• Must be able to work in a fast-paced environment with frequent interruptions and time-sensitive staffing changes. 

• Must be able to sit, stand, walk, use a computer, communicate by phone, and occasionally lift or move up to 25 pounds of uniforms, radios, supplies, or event materials. 

Company Overview 

5 STAR Event Services is a licensed full-service event security and staffing company specializing in the sports and entertainment industries. Since 2000, 5 STAR has provided security officers, event staff, ushers, ticket takers and sellers, parking attendants, and fee collectors for more than 45,000 events across Texas. Our clients and event environments include hockey, basketball, Formula 1, MotoGP, NASCAR, concerts, theatres, symphonies, festivals, conventions, and more. 

Equal Employment Opportunity 

5 STAR Event Services is an Equal Opportunity Employer. Employment decisions are made without regard to race, color, religion, sex, national origin, age, disability, veteran status, genetic information, or any other protected status under applicable law. 

Acknowledgment 

This job description is intended to describe the general nature and level of work performed. It is not intended to be an exhaustive list of all duties, responsibilities, or qualifications associated with the position. Duties may change based on business needs. 

Qualifications

Staffing/Scheduling

• Prepare and ensure appropriate and adequate staffing levels for all events by distributing employee's schedules online, via email, and by phone
• Receiving staffing orders from clients and entering new events into the computerized scheduling system to create and fulfill all event deployments and deployment management
• Monitoring and inputting all scheduling data and information
• Identify, post and assign all open jobs
• Notifying all scheduled employees of any changes in shift times/cancelled events
• Adjusting daily staffing levels as needed and required
• Disseminating important or event related information to staff such as briefings, ingress/egress, redeployments, and post relief.

Performance Management

• Maintaining employee records and tracking employee availability, cancellations, no-shows, overtime, etc.
• Ensure all staff maintain proper Security Licensing & Training certifications
• Work directly with event supervisors to document employee achievements and infractions
• Communicate with HR regarding employees who violate company policies. Secure incident documentation
• Recommend employees for outstanding performance

Team Building/Employee & Client Relations

• Managing new employee onboarding and welcoming
• Maintain an open line of communication with other 5 STAR supervisors and managers
• Maintain an open line of communication with the 5 STAR corporate team
• Develop and maintain good rapport with Venue Ownership & Client Senior Management
• Build rapport with employees; Learn their strengths/weaknesses in regard to placement
• Learn employee availability (which employees are available for day shifts, evening shifts, etc.)

Equipment/Event Supplies

• Assist with maintaining inventory of all 5 STAR uniforms, radios and other equipment
• Coordinate event/venue uniform, equipment, food, and supply needs and delivery