Workforce Scheduling & Deployment

- Build and maintain weekly staffing schedules for Spectra's casual, on-call and full-time workforce
- Coordinate staffing requirements across multiple concurrent events, installations, deliveries and warehouse shifts
- Work closely with Operations to understand upcoming labour requirements and ensure appropriate staffing levels
- Assign team members based on availability, experience, qualifications and project requirements
- Communicate schedules, call times, locations, responsibilities and changes clearly to team members
- Manage shift confirmations, availability, cancellations, replacements and last-minute staffing requirements
- Maintain appropriate staffing levels while being mindful of labour budgets and operational efficiency
- Anticipate potential staffing shortages and proactively develop solutions before they impact projects
- Maintain an accurate view of upcoming staffing requirements across the organization

Recruitment & Onboarding

- Coordinate ongoing recruitment for Event Crew and other operational positions
- Review applications and identify candidates who meet Spectra's operational and cultural requirements
- Coordinate preliminary interviews, trial shifts and hiring documentation
- Maintain an active pipeline of potential team members to support seasonal and business growth
- Coordinate onboarding of new employees and casual team members
- Ensure required employment documentation, certifications and internal forms are completed before team members are deployed
- Coordinate orientation and initial training requirements with department leads
- Ensure recent team members understand Spectra's expectations regarding professionalism, communication, attendance, safety and conduct

Casual Crew & Roster Management

- Maintain an active and reliable roster of casual Event Crew
- Track team member availability, skills, experience, performance and reliability
- Maintain records of specialized qualifications including driver's licences and other applicable certifications
- Ensure casual team members meet Spectra's minimum participation requirements to remain active on the roster
- Conduct regular roster reviews and identify inactive or consistently unavailable team members
- Maintain appropriate staffing depth for busy periods and large-scale projects
- Identify high-performing team members for additional responsibilities, training and advancement opportunities
- Build positive relationships with casual team members while maintaining clear expectations and accountability

Timekeeping & Payroll Support

- Review employee time entries and timesheets for completeness and accuracy
- Follow up on missing, incomplete or questionable time entries before payroll deadlines
- Compare scheduled hours against actual hours worked and identify discrepancies
- Track overtime and other applicable payroll considerations
- Support management with payroll preparation and approval
- Maintain accurate records relating to employee hours and attendance




- Help ensure scheduling and timekeeping practices comply with applicable BC employment standards

Event & Operations Support

- Work closely with the Operations Coordinator and project teams to understand staffing requirements for upcoming events
- Adjust staffing plans as project scope, timelines and operational requirements change
- Assist with day-of staffing issues including illness, cancellations, schedule changes and emergency replacements
- Communicate relevant staffing information between Operations, Project Leads and Event Crew
- Ensure team members understand who they report to and what is expected of them before each shift
- Support larger event deployments requiring multiple crews, locations or staggered call times
- Occasionally provide on-site support during major events, installations or operationally complex projects
- Assist with general operational coordination during peak periods as required

Team Communication & Engagement

- Act as a primary point of contact for casual Event Crew regarding scheduling and availability
- Maintain clear, professional and timely communication with team members
- Ensure schedule changes and important operational information are communicated promptly
- Help create a workforce culture built around reliability, professionalism, teamwork and accountability
- Recognize recurring attendance, communication or performance concerns and escalate them appropriately
- Support employee engagement and retention initiatives
- Help ensure team members feel informed, prepared and supported before arriving for their shifts

Systems & Administration

- Maintain accurate employee and staffing information within Spectra's scheduling and workforce management systems
- Manage scheduling and employee information within Homebase and other internal platforms
- Maintain accurate digital records relating to availability, certifications, onboarding and employee status
- Develop and maintain staffing templates, checklists and scheduling procedures
- Support improvements to workforce planning and scheduling systems
- Identify repetitive administrative tasks that can be simplified, standardized or automated
- Produce staffing reports and information as required by management

Workforce Planning & Process Improvement

- Monitor upcoming projects and identify future staffing requirements
- Help develop staffing strategies for peak event periods and seasonal demand
- Track recurring staffing challenges and recommend solutions
- Identify opportunities to improve scheduling efficiency and reduce unnecessary labour costs
- Assist in developing training and advancement pathways for Event Crew
- Support the continued development of Spectra's staffing policies, procedures and standards




- Contribute to building a scalable workforce model that supports the continued growth of the company

Qualifications & Assets

- Previous experience in staffing, scheduling, workforce coordination, event operations, hospitality, production or a similar environment
- Strong organizational skills with exceptional attention to detail
- Demonstrated ability to manage multiple priorities and changing requirements
- Strong written and verbal communication skills
- Confidence communicating expectations and holding team members accountable
- Strong judgment and problem-solving skills
- Ability to remain calm and solutions-focused when staffing requirements change unexpectedly
- Working knowledge of the BC Employment Standards Act and general HR practices
- Experience working with casual, hourly or on-call employees is considered a strong asset
- Experience in events, production, hospitality, film or another schedule-driven environment is considered an asset
- Experience with Homebase or similar workforce scheduling software is considered an asset
- Proficiency in Google Workspace and comfort learning new systems
- Valid Class 5 BC Driver's Licence considered an asset

Who Is This Role For?

This role is well suited to someone who:

- Takes ownership and follows through without requiring constant direction
- Enjoys working with people but is equally comfortable maintaining expectations and accountability
- Is exceptionally organized and notices details others may miss
- Understands that successful events depend on having reliable, prepared people in place
- Can confidently make dozens of small decisions throughout the day
- Anticipates staffing problems rather than waiting for them to become emergencies
- Communicates clearly and professionally, even when schedules change quickly
- Enjoys building systems and finding better ways to organize people and information
- Can balance the needs of employees with the operational requirements of the business
- Thrives in an environment where no two weeks look exactly the same

What Success Looks Like A successful Staffing & Workforce Coordinator ensures that:

- Events are appropriately staffed before they become urgent
- Team members know where they need to be, when they need to be there and what is expected of them
- Last-minute staffing gaps are addressed quickly and professionally
- Spectra maintains a dependable and engaged casual workforce
- New team members are recruited and onboarded efficiently
- Scheduling and payroll information is accurate
- Labour is deployed efficiently and responsibly
- Operations spends less time solving preventable staffing problems

Benefits

- Casual dress
- Company events
- Dental care
- Disability insurance
- Extended health care
- Life insurance
- On-site parking
- Paid time off
- Vision care

Pay: $58,000.00-$65,000.00 per year

Advantages

- Casual dress
- Company events
- Dental care
- Extended health care
- Versatile schedule
- On-site parking
- Paid time off
- Vision care

Work Location: In person

📌 Staffing & Workforce Coordinator (Burnaby)
🏢 Spectra Event Group
📍 Burnaby