Staffing Coordinator

Town Square Media
Oct 06, 2016
Oct 19, 2016
Employer Type
Direct Employer
Employment Type
Full Time
Townsquare Live Events

Staffing Coordinator


The Townsquare Live Events (TSLE) Staffing Coordinator position is responsible for sourcing, training, and overall coordination of event staff, both contract and local. He or she will work alongside the Directors to determine staff needs for all events. The Staffing Coordinator will then find the necessary staff, collect all paperwork, and set them up for payroll. He or she will train all hired event staff on TSLE policies and procedures. The Staffing Coordinator will manage staff on site at TSLE internal events and work with the local staffing coordinator to track staff hours and maintain event staff budget.



* Maintain company staff database ("bullpen") throughout the year

* Be main point of contact for outside payroll system

* Submit bi-weekly payroll for all part-time staff through outside payroll

* Update and maintain all staffing SOPs, including hiring procedures, payroll submissions, worker's comp, accident report procedures, etc.

* Work with the Directors to finalize job descriptions for all positions

* Assist with staffing for external events as needed


* Work with Directors to determine staffing needs for each event, including positions, hours, and number of staff

* Establish event staffing budget

* Maintain and update staff training materials; schedule and conduct staff training for event staff.

* Work with Directors to hire contract staff (managers, key staff)

* Send out "Save the Date" emails as needed

* Create and send out Deal Memos and Statements of Work with approval from Directors

* Collect all necessary paperwork and submit to payroll company

* Work with Logistics Coordinator on travel and lodging needs for contract staff

* Update and maintain contract labor and travel budgets

* Submit final payroll to payroll company within two weeks of event's conclusion

* Source local staffing or volunteer coordinators for each event to assist with hiring local staff

* Train local Staffing Coordinators on TSLE processes (payroll, employee paperwork, data organization, etc.)

* Work with Directors and Local Staff /Volunteer Coordinator to hire all local staff, including groups, volunteers, hourly workers

* Collect all necessary paperwork for hourly employees and submit to payroll company

* Create contracts for local groups, collect W-9s for payment

* Source and manage volunteer software as needed

* Advance staff credentials, including local staff, as necessary

* Submit MVR to insurance for approval for all potential runners

* Create Department Head and staff contact lists

* During events,

* Assist Local Staffing Coordinator in managing local and hourly staff

* Make sure staff check-in process goes smoothly and paperwork is being collected as staff arrive

* Enter local staff hours into payroll spreadsheet and provide daily budget updates to Directors

* Make sure active staffing budget is under or at budget by conducting daily audits

* Remind Managers to conduct onsite staff reviews.

* No later than two weeks after the event,

* Update Staffing Grid to reflect actual hours/days worked

* Process temporary staff paperwork, making sure tax documents are legible and IDs are not expired

* Collect and submit temporary staff paperwork to payroll company

* Approve staff deal memos and submit final event payroll

* Collect local group invoices and submit for payment

* Collect invoices from payroll company and submit to finance department for event settlements

* Troubleshoot staff paycheck issues

* Collect and analyze Staff Performance Reviews and upload to the Manager Only folder


* 2 - 4 years of experience working in an assistant or staffing role in the live event / festival production industry.

* Ability to create affective systems to enhance communication and productivity.

* Team player and professional attitude when working as a Townsquare Experiential employee.

* Knowledge with current technical equipment, including smartphones, wireless mi-fi devices Microsoft Office (Word, Excel, Power Point), and willingness to take additional courses to keep up to date with technical trends.

* Ability to problem-solve and efficiently utilize resources available.

* Work reflects professional written and verbal communication and interpersonal skills.

* Ability to simultaneously manage several events during our busy season.

* Willingness to work a flexible schedule, work in wide range of weather conditions and able to travel, often for extended periods of time.

* Good sense of humor.

About Us

Townsquare Media Group is a diversified media, entertainment and digital marketing services company that owns and operates radio, digital and live event properties. The Company specializes in creating and distributing original entertainment, music and lifestyle content. Its assets include 309 radio stations and over 325 local companion websites in 66 small to mid-sized markets, a national portfolio of music and entertainment digital properties reaching over 50 million US unique visitors monthly, including Taste of Country, XXL Mag,, Ultimate Classic Rock, Loudwire, The FW, GuySpeed, ScreenCrush and PopCrush, approximately 550 live music and non-music events annually, and Seize the Deal, an E-commerce business. Additionally, Townsquare also operates Townsquare Cares, a non-profit organization that seeks to better the lives of troops and their families.


Townsquare Media provides equal employment opportunities (EEO) to all employees and applicants for employment without regard to race, color, religion, sex, national origin, age, disability or genetics. In addition to federal law requirements, Townsquare Media complies with applicable state and local laws governing nondiscrimination in employment in every location in which the company has facilities. This policy applies to all terms and conditions of employment, including recruiting, hiring, placement, promotion, termination, layoff, recall, transfer, leaves of absence, compensation and training. Townsquare Media expressly prohibits any form of workplace harassment based on race, color, religion, gender, sexual orientation, gender identity or expression, national origin, age, genetic information, disability, or veteran status. Improper interference with the ability of Townsquare Media's employees to perform their job duties may result in discipline up to and including discharge.