Job Description

Workforce Planning Project Coordinator

The Workforce Planning Project Coordinator is responsible for executing workforce planning and scheduling activities that support the successful delivery of special events across all banners. This role focuses on building and maintaining accurate schedules, managing event rosters, supporting post‑event recap communication, and ensuring staffing plans are executed in alignment with established workforce strategies, labor standards, and business priorities. The position serves as a key operational support partner to field teams and internal stakeholders by monitoring readiness, resolving scheduling issues, and escalating risks as needed to ensure seamless event execution.

Job Will Remain Open Until Filled

Responsibilities

The Company is one of North America’s leading sales and marketing agencies specializing in outsourced sales, merchandising, category management, and marketing services to manufacturers, suppliers, and producers of food products and consumer packaged goods. The Company services a variety of trade channels including grocery, mass merchandise, specialty, convenience, drug, dollar, club, hardware, consumer electronics, and home centers. We bridge the gap between manufacturers and retailers, providing consumers access to the best products available in the marketplace today.

Responsibilities

• Execute staffing plans for special events by building, updating, and maintaining schedules aligned with approved workforce strategies, prioritization frameworks, and event requirements

• Assign teammates to events based on availability, skills, and event‑specific needs while maintaining accurate deployment data within internal systems

• Maintain and update special event calendars and event support rosters while monitoring schedule changes, call‑outs, and adjustments and escalating risks as needed

• Support event readiness by ensuring schedules are complete, teammates are assigned, and required information is communicated ahead of execution

• Distribute event details, expectations, timelines, and updates to field teams and partners while serving as a first‑level contact for scheduling questions and basic escalations

• Run and maintain workforce and scheduling reports related to capacity, utilization, and event readiness while identifying and resolving data discrepancies

• Support documentation and adoption of workforce planning processes, job aids, and workflows while contributing to continuous improvement efforts

• Provide comprehensive post‑event recap communication to leadership and internal stakeholders

• Support onboarding and readiness tasks for teammates supporting events including system access, training tracking, and compliance checks

• Escalate complex issues, client concerns, or staffing risks to workforce planning leadership with relevant details

Qualifications

• Education Requirements: High school education

• Experience Requirements: 0–2 years experience in relevant field

• Travel requirement: Less than 5% travel expected

Supervisor Responsibility

Direct Reports: This position does not have supervisory responsibilities for direct reports

Indirect Reports: Does not have direct reports, but may delegate work of others and provide guidance, direction and mentoring to indirect reports

Required Knowledge and Skills

• Working knowledge of workforce planning, scheduling, and staffing execution in a fast‑paced, event‑driven environment

• Strong attention to detail with ability to maintain accurate schedules, rosters, reports, and data across multiple systems

• Ability to prioritize tasks, manage changing demands, and respond to real‑time scheduling issues with sound judgment

• Clear written and verbal communication skills to support coordination with field teams and internal stakeholders

• Proficiency with workforce management tools, reporting dashboards, and standard business applications

Environmental & Physical Requirements

Office / Sedentary Requirements: Incumbent must be able to perform the essential functions of the job. Work is performed primarily in an office environment. Typically, requires the ability to sit for extended periods of time (66%+ each day), ability to hear telephone, ability to enter data on a computer and may require the ability to lift up to 10lbs.

Additional Information Regarding Job Duties

Job duties include additional responsibilities as assigned by one’s supervisor or other manager related to the position/department. This job description is meant to describe the general nature and level of work being performed; it is not intended to be construed as an exhaustive list of all responsibilities, duties, and skills required for the position. The Company reserves the right at any time with or without notice to alter or change job responsibilities, reassign or transfer job positions, or assign additional job responsibilities, subject to applicable law. The Company shall provide reasonable accommodations of known disabilities to enable a qualified applicant or employee to apply for employment, perform the essential functions of the job, or enjoy the benefits and privileges of employment as required by law.

Any estimate, schedule, or guideline provided to associates in this job description or elsewhere in connection with their jobs is only intended to help describe job duties and for planning purposes. Regardless of any such estimate, schedule, or guideline, associates must always record all time worked for our company (which includes but is not limited to on-site work time in an assigned store, office, or other work location; required waiting time; administrative time; and work-related travel time).

Important Information

The above statements are intended to describe the general nature and level of work being performed by people assigned to this position. They are not intended to be an exhaustive list of all responsibilities, duties, and skills required of associates so classified. The Company is committed to providing equal opportunity in all employment practices without regard to age, race, color, national origin, sex, sexual orientation, religion, physical or mental disability, or any other category protected by law. As part of this commitment, the Company shall provide reasonable accommodations of known disabilities to enable an applicant or employee to apply for employment, perform the essential functions of the job, or enjoy the benefits and privileges of employment as required by law.