Job Description

The Staffing Coordinator will work out of Sodexo Live! Louisville venues including the KFC Yum! Center and L&N Stadium. The Staffing Coordinator will provide research, clerical, administrative and technical support to the operation within Human Resources and Accounting Departments, and to other operational departments as deemed necessary. 

The Staffing Coordinator will oversee the partnerships of local 501c3 Non Profit Organizations. Non Profit Organizations (NPOs) serve as a valuable resource for supplementing the workforce and filling staffing needs, with Sodexo Live! offering fundraising opportunities in exchange for providing workers to man Quick Serve food and beverage stations during games and events. 

Under the direction of the Human Resources Manager, the coordinator will be responsible for the administration and compliance of non profit group contracts, scheduling, training, payment, and other correspondence as deemed necessary. 

The Staffing Coordinator is responsible for coordinating and executing administrative processes to ensure the overall efficiency of Sodexo Live!’s business operations. They will serve as an information resource, will assist to maintain office records, generate correspondence, liaise with clients, vendors and outside entities and will perform general clerical duties such as answering phones and processing expense reports. They are responsible for upholding Sodexo Live!’s standards for accuracy, efficiency and quality, as they relate to administrative functions. 

The Staffing Coordinator will support the HR function by performing other duties within the department, as assigned by the HR Manager, and they will maintain the highest levels of integrity and confidentiality, as they are exposed to sensitive Company and employee information.

Essential Responsibilities:

Major Responsibility: Maximize Sodexo Live!’s revenue and operational excellence through the development and execution of systems, processes, and communication related to Sodexo Live!’s Non Profit Organization program. 

• Manage all communications with Non Profit Organization, from initial contact through end of season; Serve as primary point-person for information, questions, concerns, inquiries and ongoing dialogue to ensure that group and Company needs are met and that overall program is effective. 
• Organize and implement mandatory training programs for Non Profit Organization workers; Develop and communicate training schedule, coordinate programs and conduct required classes such as Sodexo Live! Front Line Training, TEAM/TIPS, Servsafe etc 
• Coordinate all aspects of check-in process on game/event days. 
• Drive compliance among volunteers with established Sodexo Live! standards for attendance, grooming, guest service, non-harassment, handling conflict situations, etc. 
• Coordinate payment of NPO’s with Accounting department; Investigate, clarify and resolve payment matters, to include gathering information and owning issues from beginning to end to ensure proper resolution; Ensure the processing of off-cycle payments as necessary. 
• Perform administrative tasks in support of office organization and smooth operation of the NPO function.
• Prepare and edit all correspondence, communications, presentations and other documents related to the NPO program.
• Ensure upkeep of files and records related to status of and communication with NPO groups;
• Establish a filing system such that NPO information is easily accessible and manageable for the HR Manager or others within the department. 
• Collaborate with General Manager and HR Manager in developing metrics and executing goals and objectives for the NPO program. 
• Ensure that updated, fully-executed contracts exist for each group prior to start of the season. 
• Ensure that appropriate acknowledgements/waivers/agreements are kept on file for each volunteer who participates in the NPO program. 
• Ensure that detailed payment records with appropriate backup documentation is kept on file for each group.

Major Responsibility: Maximize Sodexo Live!’s revenue and operational excellence through execution of systems and policies related to office and administrative operations. 

• Serve as the ‘voice and face’ of the office as first point of contact for callers and visitors; Exemplify company values of respect, responsiveness, and professionalism. 
• Process invoices and prepare necessary reports for review and approval of entries. 
• Demonstrate a professional demeanor in all interactions with visitors, vendors and business partners. 
• Answer and direct incoming calls to appropriate personnel and/or provide callers with appropriate information; Take and deliver messages as necessary.
• Maintain systems of record, location-specific policies, Company procedures, manuals and other policy documentation. 
• Oversee and respond to corporate inquiries relative to operations, human resources, and accounting.
• Maintain and order all necessary supplies and materials for the offices using corporate purchasing programs. 
• Prepare vendor setup for accounts payable vendors to be loaded into ERP system.
• Enter accounts payable invoices and prepare necessary reports for review and approval of entries. 
• Assist with payroll related issues and perform necessary punch edits and employee maintenance. 

Major Responsibility: Team with Human Resources Manager in the performance of other HR tasks; Participate in special projects related to the development and implementation of organizational HR business strategies. 

• Perform duties related to the recruitment, hiring and on-boarding processes as directed and act as a positive role model for new Sodexo Live! employees.
• Perform training functions as assigned for Company personnel on matters relating to Human Resources. 
• Perform other related duties, tasks and responsibilities as required from time to time. 
• Lead by example; Consistently model Sodexo Live!’s culture, values and standards. 
• Serve as a positive representative of the Sodexo Live! brand to position Sodexo Live! as an Employer of Choice to attract top-level talent. 
• Maintain visible presence with non-profit volunteers and employees to promote proactive communication. 
• Accomplish HR department mission by completing work in a proactive and efficient manner.
• Apply consistent focus on the internal customer by paying close attention to detail in the performance of all tasks.
• Review personal work for accuracy, quantity, timeliness, adherence to prescribed procedures and prepare reports of subordinates’ productivity. 
• Communicate with HR Manager, GM, internal departments and external agencies, as necessary. 
• Assist fellow employees in other departments as needed. 
• Confer with HR Manager regarding problem areas; Make recommendations for increasing efficiency and for changing procedures. 

Qualifications/Skills Required:  

• High school diploma, some college and/or appropriate combination of education and work experience to support on-the-job effectiveness. 
• One year of previous administrative experience, to include office management principles and procedures. 
• Ability to work independently, exercising appropriate skills for effective judgment, creative problem solving and taking initiative. 
• Excellent communication skills, with ability to deliver and interpret information across various sources. 
• Exceptional ability to provide a high level of customer service.
• Numbers orientation, with ability to accurately compute various mathematical equations.
• Exceptional computer literacy with Microsoft Office Suite software 

Preferred:  

• College degree in a related field of study.
• Proven ability to work effectively with all levels of staff and management; Ability to promote and participate in team environment concepts 
• Self-starter who can work independently and on several tasks/projects simultaneously, and who can contribute to functional areas of the business outside of the finance area. 
• Ability to communicate effectively both orally and in writing. 
• Initiative in identifying and resolving problems timely and effectively. 

Other Requirements:  

Requires lifting up to 50 pounds on a regular and continuing basis. Must be able to work in extremes of

cold and heat. Hours may be extended or irregular to include nights, weekends and holidays. 

Must be able to meet the following requirements with reasonable accommodation:

• While performing the duties of this job, an employee is regularly required to stand for prolonged periods of time. 
• The employee must be able to use hands to finger, handle, feel, reach with hands and arms, and taste or smell. 
• The employee is occasionally required to stoop, kneel, or crouch. 
• The employee must regularly lift and/or move up to 50 pounds, and carry approximately 20 feet. 
• Ability to physically walk approximately one-fourth (¼) of a mile and the circumference of the unit several times a day.
• Specific vision abilities required by this job include close vision, color vision, depth perception, and ability to adjust focus. 
• While performing duties of this job, the associate is frequently exposed to moving mechanical parts and extreme heat. 
• Employee must be able to perform repetitive motions.
• The employee is occasionally exposed to wet and/or humid conditions and extreme cold. 
• Employee must have ability to apply common sense understanding to carry out detailed but uninvolved written or oral instructions.
• Employee must be able to operate in an environment with moderate to high noise
• Employee must have the ability to walk with non-skid shoes at all times. 

Hours may be extended or irregular to include nights, weekends and holidays.

Thank you for expressing interest in employment with Sodexo Live!. While only those candidates considered for this position will be contacted, your resume will remain on file for 90 days.

Sodexo Live! is an equal opportunity employer. All qualified applicants will receive consideration for employment without regard to race, religion, color, national origin, sex, age, genetic information, status as a protected veteran or status as a qualified individual with a disability, or any other characteristic protected by applicable Federal, State or Local law.

We're experience makers and food fanatics. Our experiences are unique, and so are our people. Bring personality, your background, and your desire for delighting others. In return, we'll give you all you need to thrive. Because at Sodexo Live! we're so much more. Be a part of something greater.

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