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.