Staffing and Scheduling Specialist at Butler's Pantry – St. Louis, Missouri

Description: Creating Awesome Experiences…it’s why we get out of bed in the morning. Kick-Ass Catering…it’s what we do, and what we’ve been doing for more than 50 years. And if we’ve learned one thing during that time, it’s that catering is so much more than providing incredibly tasty food. To be the BEST, we need the BEST, and that means we need teammates who are:

• Passionate
• Poised
• Positive
• and who Put People First

We don’t care who you are or what your area of expertise is. If you have passion and love working with an incredible team, you’ve come to the right place. This is Butler’s Pantry. And we are looking for someone knows how to influence people and who has a mind like a steel trap to be our Staffing & Scheduling Specialist. This person might also identify as a:

• Problem Solver
• Phone-a-holic
• Puzzle Master
• Shameless Persuader

The Staffing & Scheduling Specialist is responsible for staffing more than 800 full-service events per year. Let that number sink in for a moment…and while doing that, also consider that it equates to more than 50,000 hours worked by over 300 full-time, part-time and seasonal employees. This position is crucial to the success of Butler’s Pantry, but is not for the faint of heart. Event staffing is tracked and organized using NOWSTA, a hospitality scheduling and time-keeping application, but this person must also be willing to go old-school by, picking up the phone, emailing and texting employees to staff the events. This role requires strong organizational skills, attention to detail, and the ability to proactively solve staffing challenges in a fast-paced hospitality environment.

Your COMMITMENT to us:

KEEP IT STEADY (The necessary stuff):

• Manage staffing for all Butler’s Pantry events including servers, bartenders, chefs, captains, and support staff.
• Utilize NOWSTA and other appropriate channels to review, organize, request, and confirm employees to fill requested roles based on availability, skills, and preferences.
• Ensure each event is staffed appropriately based on event size, service style, and operational requirements.
• Monitor staffing levels and proactively identify gaps, conflicts, or shortages.
• Make real-time adjustments to staffing for call-offs, event changes, or operational needs.

Workforce Planning & Forecasting:

• Review upcoming event schedules to anticipate staffing needs and high-demand periods.
• Collaborate with the Sales and Operations teams to identify critical dates where staffing shortages may occur.
• Work with leadership to develop strategies to address staffing shortages or peak periods.
• Support labor optimization efforts to ensure efficient use of staffing resources while maintaining service standards.
• Maintaining relationships with various contract employee agencies to utilize contract workers to fill event shifts when appropriate.
• Communicate with Sales, Service, Culinary, and Operations teams regarding staffing requirements and event details.
• Participate in weekly staffing meetings and provide updates on staffing levels and event needs.

Staffing System & Data Management:

• Maintain the employee database in NOWSTA, including employee attributes such as skills, certifications, and position capabilities.
• Track staff availability, preferences, and participation levels to optimize shift acceptance and placement.
• Utilize reporting and analytics within NOWSTA to provide leadership with staffing insights and labor trends.

Employee Engagement & Communication:

• Foster strong relationships with event staff to maximize engagement and shift participation.
• Determine and implement effective communication methods for distributing event opportunities to staff.
• Monitor employee shift acceptance rates and participation thresholds established by leadership.
• Support onboarding and scheduling integration for new event employees.

Event Operations Support:

• Maintain familiarity with the strengths, experience levels, and preferred roles of event staff to optimize staffing placements.
• Assist the Service and Operations teams with day-of staffing adjustments when necessary.
• Support the continued improvement of staffing systems, processes, and scheduling strategies.

SUCCESS IN THE ROLE INCLUDES:

• High shift-fill rates across all events
• Minimal day-of staffing (outside of employee call-offs)
• Strong engagement and participation from the full event staff pool
• Efficient labor deployment

LEAD BY ACTION AND EXAMPLE (The stuff that makes an impact)

• Be a MIBE (Make It Better Everyday) Leader.
• Set an example for and support all team members.
• Model appropriate behavior and encourage team members to follow suit.
• Support a climate that attracts, retains and motivates top quality service staff employees.
• Act as an ambassador of the Company by sharing the Company’s core values, vision and direction with others.

Additional Qualifications and Requirements:

This position is perfect for someone that is self-motivated to achieve set targets and goals that visibly impact the success of the Company. It also requires the following competencies for success:

• Proven experience in scheduling, logistics, or a related field
• Exceptional organizational and time-management skills
• Strong communication and interpersonal abilities
• Familiarity with scheduling software and tools
• Ability to adapt quickly to changing priorities and work in a fast-paced environment
• Detail-oriented and capable of managing multiple tasks simultaneously
• Commitment to work a flexible and sometimes non-traditional schedule
• Computer proficiency, including Microsoft Teams, Outlook, Word and Excel
• Strong work ethic

Our PROMISE to you:

Traditional Benefits:

• Competitive Compensation
• Health & Dental Coverage
• Voluntary Vision, Short-Term Disability, Life Insurance Plans
• Employer-Paid Long-Term Disability and Life Insurance Plans
• Employer-Paid Employee Assistance Plan (EAP)
• Immediate access to paid-time off (including new parental leave) that accrues based on tenure
• Voluntary Flexible Spending Account & 401K with Employer Match

Non-Traditional Benefits:

• Flexible Hours (business driven)
• Ability to work remotely, occasionally & when appropriate
• Team Bonus Structure
• Daily Team Lunch

Cultural Benefits:

• A dedication to MIBE – Finding ways to Make It Better Everyday
• An effort to create true Work/Life Integration for all Team members
• Leadership expectations in every position
• Regular Employee Appreciation events (Happy Hours, Coffee Trucks, Spirit Days, Donut Parties, Holiday luncheons…)
• A focus on creating opportunities for all – team members, community partners & vendors included.

Requirements: