The Labor Scheduler/Coordinator is responsible for creating, managing, and adjusting labor
schedules for event crew (e.g., installers, technicians, decorators, logistics teams) to ensure
seamless execution of live events (such as weddings, corporate events, galas, festivals, etc.)
You will be responsible for the planning, assigning, and tracking staff schedules to ensure all
departments are properly staffed for pre-production, setup, execution, and breakdown.
Roles and Responsibilities
Schedule Creation +amp; Maintenance:
 Build staff schedules based on event timelines, load-in/load-out windows, and client needs.
 Assign roles by shift, skill set, and availability (e.g., riggers, drivers, stagehands, various tech
needs).
 Track labor needs across multiple events and locations.
 Create and maintain crew list and contact info
Staff Coordination:
 Communicate shift times, locations, dress code, and responsibilities to freelancers.
 Confirm staff availability and track callouts or changes.
 Act as point of contact , no-shows, or last-minute reassignments
Software +amp; Documentation:
 Use scheduling software or tools (e.g., R2, Excel, Google Sheets).
 Maintain up-to-date labor rosters and event production schedules.
 Keep a central call sheet or run-of-show document updated with labor details.
 Stay up to date on all labor laws /rules. (e.g., Meal penalties, OT / DT, Holiday rates, Dark
day rates)
Compliance +amp; Labor Tracking:
 Work closely with Project Managers, Department Leads, and Sales force.
 Flag any labor overages or shortages to production leads.(e.g., No OT / DT / Turnaround
time in budget or incorrect)
 Ensure accurate invoices are submitted to payroll. Follow up when needed.
 Vendor +amp; Freelance Management:
 Coordinate with staffing agencies, freelance labor pools, and third-party vendors.
 Track freelance crew rates, hours, and contract agreements.
 Event Support +amp; Flexibility:

 Be available to adjust schedules in real time as event needs change.
 Respond to last-minute changes in labor needs, including weather, delays, or client
requests.
Basic Qualifications
 Tech Tools: Google Workspace, Excel/Sheets, R2 (preferred, not required) for schedule
tracking
 Strong Skills: Time management, multitasking, problem-solving, clear communication,
strong organizational skills, attention to the finest of details,
 Must-Have: A minimum of 3 years experience in event operations, crew logistics, and
production coordination within live entertainment environments include time spent onsite.
 Extra Skills: Able to assist with / perform making hotel, airfare, and rental car reservations
along with submitting per diem needs in a timely manner
Additional Information
Frost Florida is an Equal Opportunity employer. All qualified applicants will receive
consideration for employment without regard to race, color, national origin, religion, gender,
gender identity, sexual orientation, disability or protected veteran status.
We are a Drug and Smoke-Free Workplace. We offer a competitive pay and benefits package
including medical, dental, vision, 401k, holiday and vacation pay. We would love to have the
opportunity to meet you and discuss this exciting opportunity!
This position is classified as Exempt. Standard warehouse working hours are Monday through
Friday, 9 AM to 5 PM. Onsite working hours will often fall outside the standard 9 AM to 5 PM
times. Candidates should have flexibility with their work schedule as shifts working long,
extended hours are often required during high-volume months.
Frost Florida participates in E-Verify.