The Front Office & Scheduling Coordinator is the first point of contact for guests, visitors, vendors, employees, and business partners. This role keeps the front office running smoothly, manages incoming communications, and builds and maintains schedules for part-time event staff, including Fan Experience Representatives (FERs). The Coordinator also helps onboard new part-time employees. It’s a great fit for someone who loves being organized, enjoys working with people, and thrives in a fast-paced, game-day environment.
Responsibilities
Scheduling & Staffing
• Build, maintain, and share work schedules for part-time and event staff, including FERs.
• Track employee availability and manage schedule changes, shift swaps, and call-offs.
• Make sure each event and operational need is properly staffed, and help resolve scheduling conflicts as they come up.
• Keep department supervisors and management informed of staffing needs, schedule updates, and operational changes.
• Support event operations by helping ensure staffing plans are carried out as intended.
• Maintain accurate schedules, attendance records, and staff rosters, and use this information to support payroll preparation.
Onboarding
• Assist with onboarding new part-time employees, including paperwork, orientation logistics, and first-day coordination.
Front Office & Guest Service
• Answer, screen, and direct incoming calls in a friendly, professional manner.
• Greet and assist visitors, vendors, and members of the public, and manage visitor check-in.
• Answer general questions about events, operations, and organizational services.
• Receive, sort, and distribute mail, deliveries, and other correspondence.
• Keep the front office welcoming, organized, and professional.
Administrative Support
• Prepare reports, correspondence, and other documents as needed.
• Assist with filing, recordkeeping, and general office organization.
Qualifications
• High school diploma or equivalent required.
• Two or more years of experience in office administration, scheduling, or supervisory experience preferred.
• Experience with workforce scheduling software preferred.
• Proficiency with Microsoft Office, including Outlook, Excel, Word, and Teams.
• Strong organizational and time-management skills, with the ability to juggle competing priorities.
• Excellent verbal and written communication skills.
• Strong attention to detail and a commitment to accuracy.
• Ability to work independently and as part of a team in a fast-paced environment.
• Availability to work evenings, weekends, and holidays during the baseball season and for special events.
Physical Requirements
• Ability to sit, stand, and walk for extended periods.
• Ability to occasionally lift and carry items weighing up to 20 pounds.
NOTE: All the essential functions of this position are not necessarily described in this description.
We are an equal opportunity employer and all qualified applicants will receive consideration for employment without regard to race, color, religion, national origin, sex, sexual orientation, age, disability, gender identity, marital or veteran status, or any other protected class.