Scheduler/Staffing Coordinator

Scheduler/Staffing Coordinator

The Staffing Coordinator/Scheduler is responsible for workforce scheduling and staffing coordination for designated departments across Ontario venues, with an initial focus on Housekeeping and Food & Beverage operations. This position partners closely withHuman Resources, Operations, and Department Managers to ensure events are appropriately staffed while maintaining compliance with collective bargaining agreements (CBAs), company policies, labor requirements, and operational staffing needs.

The Staffing Coordinator/Scheduler is responsible for developing and publishing employee schedules, maintaining seniority and availability records, supporting workforce planning efforts, and coordinating staffing needs in advance of events. This role is being implemented initially within Housekeeping and Food & Beverage departments, with the potential to expand to additional departments based on operational needs.

This position also provides administrative support to the Human Resources Department, including employee file maintenance, onboarding support, and data entry.

Responsibilities:

• Coordinate staffing and scheduling activities for Housekeeping and Food & Beverage departments, with additional departments assigned as business needs dictate.
• Review event calendars, attendance projections, and operational requirements to develop staffing plans for upcoming events.
• Partner with Department Managers to determine staffing levels required for concerts, sporting events, conventions, trade shows, meetings, banquets, and special events.
• Build, maintain, and publish employee schedules in accordance with collective bargaining agreements, seniority provisions, employee classifications, and employee availability.
• Ensure schedules are posted and distributed within established deadlines.
• Maintain accurate seniority lists, employee availability records, scheduling rosters, and call logs.
• Process and track employee availability forms and time-off requests.
• Monitor staffing levels and identify potential staffing shortages in advance of events.
• Coordinate temporary staffing requests as directed by department management.
• Generate staffing, scheduling, and labor reports for management review.
• Serve as a resource regarding scheduling procedures, employee availability requirements, and applicable collective bargaining agreement provisions.
• Maintain proactive communication with employees, supervisors, managers, and Human Resources regarding staffing needs and scheduling updates.
• Ensure compliance with collective bargaining agreement provisions related to scheduling, seniority, classifications, and staffing procedures.
• Maintain accurate records related to scheduling practices and labor administration.
• Assist with tracking attendance, no-shows, tardiness, call-offs, and absences.
• Maintain scheduling documentation to support operational and labor compliance requirements.
• Research and assist with resolving payroll discrepancies related to scheduling and timekeeping records.
• Assist the HR Coordinator with onboarding activities and new hire paperwork, including I-9 documentation.
• Maintain employee personnel files and related documentation.
• Perform data entry and administrative support tasks as needed.
• Assist with uniform distribution and employee record maintenance.
• Support Human Resources initiatives, audits, and projects as assigned.
• Maintain confidentiality of sensitive employee and organizational information.

Qualifications:

Education & Experience:

• High School Diploma or equivalent required.
• Associate degree in Human Resources, Business Administration, Hospitality Management, or related field preferred.
• Experience in workforce scheduling is strongly preferred.
• Experience working in a unionized environment is strongly preferred.
• Working knowledge of collective bargaining agreement provisions related to scheduling, seniority, and staffing practices preferred.
• Experience supporting event-based or hospitality operations is preferred.

Knowledge, Skills & Abilities:

• Strong organizational skills and attention to detail.
• Ability to manage multiple priorities in a fast-paced event environment.
• Excellent verbal and written communication skills.
• Strong customer service and interpersonal skills.
• Ability to maintain confidentiality and professionalism.
• Proficiency with Microsoft Office Suite, including Excel and Outlook.
• Experience with scheduling and workforce management systems such as ABI, Workday, ADP, or similar platforms preferred.
• Ability to work independently and collaboratively across departments.
• Strong problem-solving and time-management skills.