Bar Manager

Department:

Audience Services

Reports To:

Manager of Concert Enhancements

Classification:

Exempt

Status:

Regular Full-time

Direct Reports:

Up to 20 part-time (front-of-house) Audience Services employees

Salary Range:

$50000 - $54000

Position Summary:

• Responsible for performing all the major job functions of the Bar Manager to ensure an exceptional food beverage and concession experience. Strives for exemplary guest satisfaction by providing and supervising staff in assuring correct prompt service in a friendly welcoming manner.
• Facilitates a positive audience experience and promotes the Minnesota Orchestra by upholding the Audience Services Department standards of service advocacy efficiency and courtesy; by keeping up to date on Orchestra Hall products services policies and procedures; by assisting with the training mentoring and supervision of Bartenders/Concessions Department staff; and by assisting the Audience Services Management Team with department related projects.
• Participates in on-going improvement and planning for Audience Services Department by contributing and participating in bi-annual Audience Services meetings monthly staff meetings weekly update meetings weekly manager meetings daily team meetings and strategy meetings with other staff supervisors and managers.

Minnesota Orchestra Values:

We believe every employee is essential to the success of the organization and critical to accomplishing our mission to enrich inspire and serve our community.

Our working relationships are based on respect for each other as individuals confidence in one another and a genuine desire to actively listen and collaborate with each other.

We are committed to building a diverse and inclusive organization that honors and reflects the community we serve welcomes and instills diversity across our organization and nurtures an equitable and inclusive culture.

Colleagues in Audience Services stive to uphold standards of service - advocacy efficiency and courtesy. We create a welcoming environment for guests vendors clients employees and volunteers. We professionally handle incoming requests and treat colleagues and guests as individuals with warmth and respect while providing friendly courteous and responsible service in an efficient manner.

Essential Functions:

Administration (40%)

Manage inventory

• Oversee product ordering and ensure adequate pars
• Rotate product to encourage sales and avoid expiration/waste
• Schedule/coordinate product deliveries (be present to receive if required)
• Maintain up-to-date and accurate inventory controls
• Suggest inventory changes to move product (drink specials new offerings) and meet/exceed budget revenue and expense expectations

Support rentals and internal events

• Assist rental team providing F&B offers that meet client expectations
• Be present for rental events to assist client with F&B activities
• Provide accurate and timely event sales summaries upon close of event
• Support staff with F&B needs and on-site coordination of internal events
• Serve as first responder in a medical emergency including notifying the EMT/Event Manager and provide appropriate first-response care

Maintain safety health and equipment standards

• Follow state county and city liquor/beverage/food laws and guidelines
• Maintain and update bar/concessions department manual
• Instruct and enforce all alcohol awareness and age policies
• Maintain Safety Material Book and educate staff on use of chemicals
• Verify that Quat disinfectant is regularly tested and staff using it properly
• Monitor purchased/rented equipment and schedule ongoing maintenance
• Ensure that hands sinks are utilized with all portable bars
• If illness is reported complete the state mandated illness log

Coordinate bar-related financial and staffing reports

• Serve as the point person with Finance and Payroll Departments for all bar-related sales and labor reporting
• Compile bar settlements and report and submit immediately following each
• Submit all gratuities fees and hours to Payroll Department
• Oversee purchase orders and invoices with financial software (Concur)

Administer point of sales (POS) system (Clover)

• Program Clover: creating events menus stand sheets and reports
• Coordinate set-up of POS system for each event
• Maintain equipment and supplies for Clover
• Serve as the point-person for staff training on system use and reporting

Participate in event planning & preparation meeting

• Attend weekly events meeting and Audience Service manager meeting to stay informed and inform others of on-going bar activity
• When appropriate adjust set-up and product needs to align with clients requests
• When appropriate adjust staffing requirements to ensure adequate coverage

Concert & Event Duties (40%)

Pre-event responsibilities

• Check in with bartender/concessions staff and complete online attendance
• Notify Event Manager (EM) of tardy or no-shows that will impact the event and execute a modified staffing plan
• Create and distribute bar/concessions position assignment sheet
• Ensure POS system is event-ready
• Equipment and system functioning properly
• Programed event stand-sheet open menus correct app activated
• Devices connected thermo-paper stocked troubleshooting resolved
• Confirm signage/displays are correct create last-minute signage as needed
• Complete bar preparation so bar locations are event-ready
• Batched drink specials prepared
• Special equipment or display needs are set up
• Bar inventory is reviewed; depleted items are re-stocked and ready
• Hold bartender pre-shift meeting to provide direction drink special recipes and delegate tasks and ensure completed on time and correctly
• Attend the all-staff pre-shift meetings representing bar/concessions team

Event responsibilities

• As doors open and guests arrive be visually present in the lobby proactively interacting with staff and patrons
• Train new hires and mentor/coach existing bartenders; observing skills efficiency teamwork and customer service
• Assist staff through intermission as needed for a successful event:
• At bars: line management bar backing bartending covering breaks answering patron questions
• In lobby/outside: cleaning tables arranging furniture and supporting requests of the Event Manager
• Check on F&B locations throughout the facility (i.e. Green Room Cargill Commons)
• Check-in with Development team member at the Maestros Circle intermission reception in Green Room
• Observe react and report/resolve any concerns including maintenance needs and cleanliness of bars catering kitchen liquor room outdoor locations and dry storage spaces

Post-event responsibilities

• Confirm event close time with Event or Rental Event Manager
• Initiate close with team:
• Ensure the bars are brought to par
• Strike F&B locations per plan including portables
• Make sure bar/concession spaces are clean and orderly
• Check that dry storage and liquor room are clean organized locked
• Dismiss staff
• Run appropriate event close reports and circulate appropriately
• Prepare for the next shift and type up any notes/EIR about your shift
• Check-out with the Event Manager prior to final departure

Employee Supervision (20%)

Staffing:

• Coordinate bartender/concessions schedules with Events and Personal Manager
• Interview hire and train new bartenders
• Lead reviews coach and motivate all bartenders/concessions department staff
• Hold bi-annual bartender/concessions department meeting including Alcohol Awareness trainings
• Assist with the delegation of projects monitoring for accuracy and tracking progress through completion
• Update and remind staff of current products and policies. Address staff policy violations and/or conflicts as they occur. Document all performance related issues.
• Model excellent customer service techniques and demonstrate precise knowledge of products and promotions
• Provide on-going customer service training. Monitor staff service determining when coaching and/or intervention is necessary to ensure exemplary customer service.

Monitors and maintains a high standard of customer service at all times.

• Upholds the Audience Services standards of service: advocacy efficiency and courtesy.
• Ensures that both internal and external customers feel that they are the primary purpose of the MOAs business and that the Audience Services Department exists to satisfy customers.
• Recognize customer complaints collect sufficient information to determine the problem take appropriate action and communicate feedback and trends to the appropriate MOAs staff.
• Identifies recurring problems in meeting general customer expectations differentiates between problems and symptoms and suggests solutions to supervisors and managers.
• Communicates to customers accurately and fairly the rationale of the MOAs policies and procedures.
• Provides back-up support for Audience Services staff and sets an example by modeling a sense of urgency relative to service levels.
• Manages the service and sales transactions of Audience Services staff determining when assistance and/or intervention are necessary to ensure exemplary customer service.

Performance Expectations:

• Demonstrate a commitment to the MN Orchestra Values
• Demonstrate integrity in actions and words as well as the ability to build trust
• Professionalism in interactions
• Ability to adapt to change
• Creative/innovative problem-solving
• Actively seeking answers for concerns and questions
• Effective communication skills
• Stay current on programming and department-related information
• Identify/improve weaknesses in department and self-performance

Leadership Expectations:

This position manages staff members responsible for engaging internal and external customers. The following expectations provide key behaviors for leaders/managers:

• Act as a role model and encourage others to perform at a high level
• Set clear goals and priorities holding yourself and direct reports accountable to meet strategic priorities
• Ability to effectively lead through changing priorities
• Coach and counsel direct reports regarding individual performance and skill development taking corrective action when necessary
• Create an environment that inspires a high level of commitment and performance
• Lead innovation and positive change on your team and across the organization
• Maintain staff by recruiting selecting and training employees

Minimum Qualifications Skills and Abilities:

• High School diploma GED or equivalent
• Previous customer service experience required including bartending.
• Previous management or supervisory experience and/or hospitality management training preferred.
• CPR/AED/First Aid certification preferred required upon hire.
• Certified in Alcohol Awareness training preferred required upon hire.
• Certified Food Protection Manager required upon hire.
• Experience in arts cultural or entertainment organizations and / or non-profit organizations strongly preferred.

Technology/Equipment:

• Proficiency in typing and computer software/hardware usage
• Knowledge of Microsoft 365 and MS Office suite preferred
• Proficiency with a computerized hospitality POS system required

Characteristics and Traits:

• Demonstrated ability to manage confidential and sensitive information possess a high degree of personal integrity and sound judgment
• Exceptional organizational and time management skills
• Adept at managing multiple projects and deadlines with appropriate judgment about priority and timing
• Ability to synthesize information quickly problem-solve and make appropriate decisions
• Curious thoughtful with a desire to experiment test and learn and iterate approaches
• Ability to collaborate with others to identify and solve issues or make proactive recommendations and lead through influence
• Skilled at building and leading a cross-departmental team of colleagues of various levels of experience in order to collaboratively achieve effective results
• Strong written and verbal English communication skills with the ability to provide guidance to and effectively present ideas and deliverables to a wide range of people including from different cultural backgrounds age ranges and attitudes and abilities
• Commitment to and enthusiasm for Minnesota Orchestras mission values and business goals

Work Environment and Physical and Mental Demands:

The Minnesota Orchestra offers remote work options for all employees according to their work requirements and individual working on site at Orchestra Hall or the administrative offices work is performed in an open office environment with moderate noise levels in a cubical desk configuration and in a performing art building on stage in a lobby or other location within the facility and occasionally in an outdoor environment for outdoor concerts or other activities.

While performing the duties of this position incumbents may be required to do all or some of the following with or without accommodation:

• Sit or stand at a desk counter or other work surface
• Stand and walk with limited breaks for entire shift (up to 6 hours).
• Climb stairs bend and stoop for portions of shift.
• Talk and/or hear spoken words music or other sounds
• Use hands or fingers to handle or touch objects around them
• Review documents monitors or displays with potentially small print
• Operate a computer phone and other common office tools or controls
• Mentally focus on tasks and apply sound reasoning and judgement
• Work in or attend meetings or other events in any of the Orchestra locations or other sites as necessary
• Lift/move objects (such as files packages props or office equipment) or ensure objects are lifted/moved that may weigh up to 30 lbs. and able to push carts (liquor boxes portable bars etc.).

The Bar Manager is expected to be present at all events (Manager of Concert Enhancement serves as the back-up). Shifts and times will vary and routinely include weekends and some holidays as required by the performance schedule and work deliverables. Schedules will be created in collaboration with the incumbent approximately 2-4 weeks in advance.

In this exempt position work is expected to be delivered within established deadlines and quality standards without regard to the typical working days or hours as noted above with some autonomy to determine attendance at a performance or other events.

Note:

This job description reflects the details which are generally necessary to describe the essential functions and requirements of this position and shall not be construed as the only ones that may be necessary for this position. The work environment and physical and mental demands described are representative of those an individual typically encounters while performing the essential functions of this position and shall not be construed as the only ones that may be necessary for this position.

An individual in this position must be able to successfully perform the essential functions requirements and demands of this position. Reasonable accommodation may be made to enable individuals with disabilities to perform the essential functions of this position. Contact a member of the Human Resources team to discuss if reasonable accommodation can be made.

This document does not create an employment contract implied or otherwise other than an at-will employment relationship.

The Minnesota Orchestral Association retains the discretion to change any of the details of this job description at any time.

EQUAL EMPLOYMENT OPPORTUNITY

The Minnesota Orchestral Association is an equal opportunity employer and complies with all applicable discrimination laws. We recruit hire train and promote all persons without regard to race color sex religion national origin sexual orientation age disability creed status with regard to public assistance or any other non-job related characteristic.