Ground Control & Hx Staffing Coordinator

Job Description

WHO ARE YOU?

Do you enjoy music? Do you excel at coordinating and connecting people? Then you're in luck! We are looking for a highly motivated self-starter who embodies both a passion for music & culture and a love of connecting people. Is this you? Read on…

THE ROLE

The Ground Control & Headliner Experience Staffing Coordinator will help ensure full line staff crew calls for the department at Insomniac events. This position works closely with the Sr. Manager of Safety Operations to review staffing needs and ensure full team rosters for each event. This person will assist with administrative staffing support, reviewing applications, conducting interviews, conducting application outreach, and providing organization for teams on site. This is not a remote position.

RESPONSIBILITIES

Pre-Event
• Work closely with Insomniac HR to ensure timely completion of various checks and balances for the department
• Ensure that all pending offers for staff are cleared by HR before sending
• Coordinate new department hires with HR to begin new hire paperwork process
• Cross-reference offer letter submissions and drops with HR clearance documents
• Build and send email templates for show-specific offer letters based on deployment information provided by department manager
• Reference provided deployments to ensure full crew calls of line staff positions
• Audit offer letter submissions and offer letter declines and update employee profiles as applicable
• Send subsequent rounds of offer letters to team members as needed to ensure full crew calls
• Conduct virtual interviews for new applicants via Zoom as needed
• Monitor the Ground Control email account for staffing related communications and ensure all inquiries are responded to within 24 hours
• Maintain organization in the department staffing database by cross-referencing records, consolidating interest form submissions, updating employee data and festival preferences, and more
• Review incoming new staff applications and resumes, cross-reference with existing records, and place applicants into respective decision pools
• Coordinate staff camping RSVP forms for festivals where staff camping is offered
• Maintain consistent social media presence on Ground Control accounts to raise brand awareness
• Develop branding strategies to promote an online presence
• Create posting calendars to maintain deadlines and consistency in posting/outreach
• Coordinate team photos, shot lists, and other digital assets to promote online presence and engagement
• Work with social media team to align on festival-specific branding and outreach techniques
• Travel with HR team to represent department at various recruitment trips as applicable
• Review staff parking request forms, audit and approve according to department/festival guidelines

During Show
• Assist with build for GC/HX Base, Oasis, Lost & Found, and other site assets
• Send accurate credential updates to BOH team to reflect any name or position changes in the days leading up to show
• Build staffing schedules for harm reduction teams to ensure compliance with catering hours, festival needs, and budgetary constraints
• Provide administrative support for line staff on site at events
• Send pre-show emails to staff, outlining check-in, credentialing, and arrival information
• Answer phone calls from staff members who may be lost or have credentialing issues
• Build day-of-show schedules for line staff teams, ensure compliance with all break times and labor laws
• Take detailed notes on staff performances, take reports as needed for staff issues
• Notify HR of any illness or disciplinary issues as needed
• Coordinate staff camping arrivals for camping festivals
• Manage Ground Control social media accounts with multiple posts across all platforms to engage with online communities during show
• Ensure that all staff have accurate time punches and that every staff member has signed off on their timesheets each day that they work

Post-Event
• Compile staff notes from supervisors and leads to ensure timely and accurate tracking of staff performance over time
• Transfer all notes into staff member employee profiles after each event
• Engage with staff via department Facebook groups to audit questions and field posts for inappropriate content
• Update HR team and department manager with any staffing issues that may warrant further review
• Review, audit, and categorize event timesheets to ensure compliance with all labor law requirements.

QUALIFICATIONS
• Must have experience with coordinating staff
• 4+ years music festival production and guest services experience are required
• Experience using radios and working under pressure in stressful environments is required
• Ability to successfully handle and complete multiple competing assignments and deadlines
• Must be able to professionally interact with all levels of individuals in a courteous manner and be able to de escalate situations before they become unpleasant
• Must be motivated with an ''Everything is possible'' attitude
• Team player, problem solver, and adaptable
• Proficient user in Google Suite and Microsoft Office products

WORK ENVIRONMENT
• Must be able to tolerate loud noise levels & busy environments
• May work in drastic temperature climates
• Must be willing to frequently work and travel to events during evening and weekend hours, as required, to meet deadlines and work events

Applicants for employment in the US must possess work authorization, which does not require sponsorship by Insomniac for a visa.

Jobcode: Reference SBJ-gp0p40-18-117-158-47-42 in your application.