Bars/Concessions Administrator

About the role

• 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.
• 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.
• 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.
• 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.
• 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.

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.