Events Staffing & Operations Coordinator

Ideal start date - 8th February 2027

Contract type - Permanent/full time

Renumeration - £32,000–£35,000 per annum depending on experience. 

About One Circle

One Circle is a leading UK bar operator with over 25 years’ experience providing bar solutions for festivals, outdoor events, and concert venues. From large music festivals to boutique events or sports venues, our team has built a strong reputation for delivering well-managed experiences at scale.

The Role

The Event Staffing & Operations Coordinator is responsible for assisting with day-to-day staffing operations and coordination, ordering and managing resources and logistics, monitoring costs, maintaining positive relationships with suppliers and staff, and ensuring the timely communication of operational and event-related information. The role will also support commercial administration by updating the commercial tracker and processing invoices, maintaining accurate commercial records, and reconciling labour invoices to ensure accuracy and timely processing.

Key Responsibilities

Cost Tracking & Financial Administration

• Follow budgets, track expenditure, and identify cost efficiencies, ensuring staffing-related costs are accurately managed through to post-event reconciliation or escalated to senior management.  
• Update post-event costs on commercial trackers and planners, reconcile agency and event staffing invoices, identify and escalate discrepancies, and ensure all costs are accurately recorded and monitored against agreed budgets.
• Provide administrative and operational support as required to ensure priorities are met.
• Communicate changes to staff pay on payroll systems and staff are kept informed of relevant updates.

Subsistence

• Work with nominated suppliers to ensure the effective provision and delivery of event subsistence, meeting event requirements efficiently and cost-effectively, while identifying and resolving any discrepancies.
• Liaising with internal teams to finalise appropriate quantities based on staffing levels and ensuring timely delivery and staying within allocated budgets or overspends are justified, communicated and escalated. 
• Keep planners updated with subsistence orders, quantities and delivery information, ensuring accurate and timely communication of order status, delivery schedules. 

Communication & Coordination 

• Monitor and manage emails and WhatsApp groups, responding promptly to staff and suppliers, answering queries, following up on outstanding issues, and ensuring clear communication to support the smooth and efficient running of events. 
• Facilitate timely shift & event logistics communications, ensuring teams are effectively resourced, schedules are accurate, and payroll information is reliably maintained. 
• Maintain and streamline supplier and external agency communications, ensuring strong relationships and ensuring timely delivery of staffing communications.
• Provide suppliers with event delivery addresses and hold the necessary accreditations where applicable.

Ideal experience

Ideally, 2 years’ experience in event operations, staffing coordination, hospitality or a similar role. Experience coordinating temporary staff, liaising with suppliers and external agencies, monitoring budgets, updating commercial trackers and reconciling invoices would be highly desirable.

The candidate should have strong administrative and organisational skills, good working knowledge of Microsoft Excel and Outlook, excellent communication skills, and the ability to manage competing priorities in a fast-paced environment. Experience with payroll administration, event logistics and subsistence ordering would be advantageous.