Oversee and prepare for events at the following venues:

State Farm Stadium
Camelback Ranch Glendale
Phoenix Raceway
Salt River Fields

Responsibilities include but are not limited to:

Be in direct contact with each venue designee for staffing calls and general questions
Attend meetings and/or any walk-throughs for events
Develop and/or review the staffing plans for each event based on client needs and venue protocol
Develop anticipated costs and present them to the Managing Director for approval
Create crew calls and a deployments
Create event notes & post orders
Prepare and have available all necessary event equipment and supplies for management and staff
For events that you are not assigned to work, conduct announced and unannounced site visits during events to ensure all S.A.F.E. and client expectations are met and exceeded
Provide event briefings to Supervisors and/or staff
Ensure that all Supervisors create a post summary detailing things that went well, as well as things that could be improved on
Organize any transportation needs that may need to be ordered prior to events
Time Keeping System & Event Reconciliation
Upload schedules into the time keeping system
Reconcile the time from events and/or 24/7 shifts
Track and monitor potential accrued overtime pay

Preparing and Transmitting Payroll on a Bi-Weekly Basis
- Ensure the accurate completion of Payroll each Pay Period
  - Work directly with the office team to ensure that all events in the pay period are entered in the time-keeping system correctly
  - Ensure that the amount paid out for each event equals the amount that was invoiced
  - Export information directly from the time-keeping system
  - Check with the office team to ensure that you have all of the necessary crew calls for the current pay period
  - Verify in the time-keeping system that the export matches the crew call
  - Ensure that all employee pay rates are correct by Rate # and Position Worked
  - Create the Bi-Weekly Payroll Summary and submit to the Managing Director for approval
  - Submit the report directly to the VP of Business Administration and copy Jim McIntyre
  - Submit the projected payroll cost and overtime hours accrued directly to the Managing Director and designated company Principal for approval prior to processing
  - Ensure that paychecks are placed in the mail no later than the first business day following a pay day
- Train and assist the Events Coordinator and/or the Events Manager to be able to competently complete the above process
- Update the Arizona Part-time Admin google sheet and compare administrative costs to the 2020 budget and strive to not exceed the budget
Assist with S.A.F.E. Trainings, Interviews, etc. as outlined by the Managing Director
- Assist the Director of Arizona Branch with the creation, updating and implementation of the training programs as requested by the Managing Director
- Conduct portions of the training programs as requested by the Managing Director
- Be able to answer staff questions and respond to staff concerns

State Farm Stadium – Cardinals Home Games
- Preparation
  - Attend the Cardinals game-day meeting prior to each home game
  - Assist in the preparation, distribution and adjustment of game-day deployment, notes, position assignment passes, etc.
  - Oversee the scheduling and tracking of frontline staff for each game
    - Provide updates to the Managing Director as requested
    - Project staffing numbers and adjust operational execution accordingly
  - Ensure working function of all time-keeping scanners and devices
- Check-in
  - Schedule all administrative assistance for Cardinals Home Games
  - Manage the check-in process on event day
  - Provide updates to the Managing Director on current attendance numbers and any other areas of concern
  - Once check-in is completed, send out the staffing chart to the designated recipients
- Operational Support
  - Conduct game-day briefings for the Courtesy Team and/or Supervisors & Managers
  - Manage the inspection process at one of the inspection gates as directed by the Managing Director
  - Oversee the preparation and execution of an effective check-out process
- Post-Event
  - Manage the successful completion of a timely reconciliation process
  - Verify all game-day staff and group work hours through the time-keeping system
  - Produce, verify and send the invoice to the Managing Director if requested
  - Collect, organize and scan all post-game reports, summaries, incidents, etc.
Invoicing
- Use QuickBooks to track, send, receive and update all existing and delinquent invoices
- Provide feedback to other full-time staff on effective or potentially improvable invoicing strategies

Administrative/Office Responsibilities

Help lead the administrative operation of outside events, to include:
Preparing, sending and tracking staff schedules
Reconciling daily crew calls
Uniform tracking
Work with the Managing Director to ensure proper completion of all office mandates as outlined by the VP of Business Administration
Employee File Creation
E-Verification
Training Records
Security Licensing
Interview/Training communication
Advertising and Recruitment
Coordinate with the Managing Director to manage advertising and recruitment budget
Identify advertising avenues that can attract high volume, quality candidates
Negotiate pricing and implement advertising avenues that are agreed upon after consultation with the Managing Director
Produce all advertisements related to all media outlets
Schedule and oversee all interview and training sessions

Office Requirements
- Answering phones
- Check and return voicemails/emails no later than 24 hours of receipt
- Be able to answer general payroll questions
- Assist in receiving and replying to general staff inquiries as needed

Work Schedule
General office hours are Monday through Friday, 9:00 a.m. to 5:00 p.m.
Office hours may be adjusted due to evening/weekend events, appointments or other obligations
Personal time off requests need to be made as outlined in the Administrative Team Member Handbook
Submit Time-Off Request to Managing Director for approval

Ensure that the S.A.F.E. standards outlined in the S.A.F.E. handbooks, training materials and event notes, as well as our mission statement, is being met and exceeded by yourself and all staff working at events for which you are responsible
- Communicating correct information
- Promoting of a professional image
- Creating and maintaining an enjoyable and safe environment

We are an equal opportunity employer and all qualified applicants will receive consideration for employment without regard to race, color, religion, sex, national origin, disability status, protected veteran status, or any other characteristic protected by law.

S.A.F.E Management Arizona