Labor Administrator

at  Clearwing

The Labor Administrator oversees technical event staffing for a variety of events, including concerts, corporate events, trade shows, television productions, theater, and sporting events. This role involves sourcing staff and managing all administrative aspects of Clearwings labor needs. The Labor Administrator ensures that staffing requirements are met within the constraints of show budgets and company policies, collaborating with other departments to ensure labor costs are properly budgeted and accounted for.

Essential Duties and Responsibilities:

• Prepare and submit detailed labor estimates for each project, based on client requirements, including staffing by position, and estimated hours and days needed.
• Manage and utilize preferred staff lists to assign the appropriate personnel for each project.
• Communicate clearly with in-house technicians and freelancers regarding availability and scheduling.
• Contact freelance personnel to confirm availability and schedule them as required.
• Maintain daily communication with Account Executives and Project Managers to discuss labor budgets, staffing skills, production schedules, and other details.
• Address staffing issues by verifying daily requirements, confirming crew availability, and adjusting staff size as needed.
• Provide leadership with recommendations on current and future labor needs to meet event goals.
• Coordinate with external vendors to arrange out-of-state crew or stagehand services.
• Assist Human Resources with the implementation of policies, recruitment, onboarding, and staff training.
• Collaborate with Accounting and HR to ensure timely payment of vendors and freelancers.
• Perform other duties as assigned.

Competencies:

• Familiarity with standard financial expense procedures.
• Skilled in developing standards, managing workflows, analyzing data, and generating reports.
• Strong critical thinking skills with the ability to organize, prioritize, and multitask effectively.
• Capable of working efficiently within timelines and meeting deadlines.
• Self-driven and passionate, with the ability to thrive in a fast-paced environment.
• Demonstrates professionalism with tactful, positive communication skills, both verbal and written.

Skills and Qualifications:

• Minimum of 2-4 years working experience in the entertainment industry, or equivalent combination of education and experience.
• Proficient in scheduling employees, ensuring optimal coverage for projects and events while balancing team availability, labor requirements, and budget constraints.
• Capable of adjusting schedules to accommodate last-minute changes and maintaining efficient workflow.
• Proficient in Windows operating systems, Microsoft Office Suite.
• High school diploma or equivalent required, some college preferred.

• Prepare and submit detailed labor estimates for each project, based on client requirements, including staffing by position, and estimated hours and days needed.
• Manage and utilize preferred staff lists to assign the appropriate personnel for each project.
• Communicate clearly with in-house technicians and freelancers regarding availability and scheduling.
• Contact freelance personnel to confirm availability and schedule them as required.
• Maintain daily communication with Account Executives and Project Managers to discuss labor budgets, staffing skills, production schedules, and other details.
• Address staffing issues by verifying daily requirements, confirming crew availability, and adjusting staff size as needed.
• Provide leadership with recommendations on current and future labor needs to meet event goals.
• Coordinate with external vendors to arrange out-of-state crew or stagehand services.
• Assist Human Resources with the implementation of policies, recruitment, onboarding, and staff training.
• Collaborate with Accounting and HR to ensure timely payment of vendors and freelancers.
• Perform other duties as assigned