Cafe Manager (Dominica)

The Café Manager’s role will be managing all aspects of the BrewBox Café. The core responsibilities of the Café Manager involves the management of the operations, human resource, inventory, accounting & menu for The BrewBox Café.

JOB DESCRIPTION

Café Manager

JOB PURPOSE

G.A. BlueStar Ltd is the parent company of its subsidiaries: BloomBox, the BrewBox Café, and FederFarm.. 

The Café Manager’s role will be managing all aspects of the BrewBox Café. The core responsibilities of the Café Manager involves the management of the operations, human resource, inventory, accounting & menu for The BrewBox Café.

Reports to:                              The Chief Executive Officer & Director of G.A. BlueStar Ltd.

Internal Relationships:             Relates internally to all employees of BloomBox, the BrewBox Café, FederFarm, and the management and executive members of G.A. BlueStar Ltd.

External Relationships:            Patrons, customers, suppliers, and all stakeholders and members of G.A. BlueStar Ltd.

GENERAL ROLES & RESPONSIBILITIES

Essential Duties

Supervision of Operations

●      Ensure all employees are appropriately dressed in accordance with safety rules and Dress Code.

●      Ensure that the premises are cleaned and presented in an orderly condition according to check list procedures

●      Provide support to any employee requiring assistance.

●      Ensure all Start of day and end-of-day checklists for operations are completed

●      Ensure all EOD  procedures are completed and the premises are securely locked.

●      Provide  operational reports to Management.

●      Create Shift schedules that are within the 40-hour weekly limit.

●      Ensure that employees report to their scheduled shifts on-time and document their hours of work.

●      Ensure that employees comply to all rules and regulations.

●      Ensure a Master Order List is done and executed per specified day

●      Weekly orders to be planned to enable delivery on designated days per items

●      Coordinate pick-up with Driver schedules.

●      Report and consult the CEO & Director for desired operational changes.

●      Ensure staff following cleaning schedules and maintain a hygienic work place.

Customer Service

●      Provide courteous and professional service at all times.

●      Have a comprehensive knowledge of menu items and ingredients.

●      Handle customer enquiries courteously and efficiently. Report to Management complaints or issues if no immediate solutions can be found. Provide a prompt follow-up.

●      Address customer complaints, in a courteous manner.

●      Ensure Staff executes Waiting and Hostess procedures efficiently

●      Monitor to ensure quick delivery of Food and Beverage

●      Ensure table replenishment service is efficient

Menu Management

●      Refine & cost new menu items for food menu on a quarterly basis.

●      Refine & cost new menu items for non-alcoholic & alcoholic beverage menu on a quarterly basis.

●      Create weekly specials/ combos.

Marketing

• Create promotions & bundles to increase sales and foot traffic.
• Ensure Events . Menu Items are well marketed.
• Coordinate with Graphic Designers to ensure all media creative is in line with branding guidelines.

Event Coordination

• Plan, organize, and execute live music performances and other events, including open mic nights, poetry readings, and themed parties.
• Collaborate with artists, performers, and event organizers to ensure smooth event logistics, including sound setup, stage management, and promotional activities.
• Coordinate with the marketing team to effectively promote upcoming events through various channels such as social media, posters, and newsletters.
• Plan, Cost & execute special catering, venue rental request

Inventory Management

●      Ensure stock-taking is conducted weekly on Mondays.

• Report on stock variances and discrepancies
• Ensure Store room is well organized and product tagged and stored by Vendor for easy tracking and counting.

●      Verify all new shipment quantities have been received correctly.

●      Document and report missing or damaged goods to reflect accurately on inventory.

●      Manage the replenishing local purchases for Brew Box as required.

●      Manage and control internal use and spoilage.

Bookkeeping & Payment Handling

• Upload daily invoices, bills & expenses to Accounting Software.
• Log all supplier credit notes onto Accounting Software.
• Label all bills & expenses the following notations:
  • Method of Payment.
  • Date of Payment
  • Which Sub Company it falls under (BrewBox).
  • Which Expense Account it falls under (Maintenance, Office Supplies etc.).
  • ‘QB’ & Signature once uploaded to Accounting Software.
• Record vendor payments on Accounting Software.
• Create and receive purchase orders on Software.
• Create sale invoices, bills etc. on Accounting Software  & Excel.
• Ensure paperwork for all procedures, sales, and deliveries are recorded & filed accurately.
• Scan & file all invoices, bills, receipts, end of day slips & night deposits to the company’s cloud drive folders.

●      Crosscheck accuracy of supplier bills before approving and issuing payment.

●      Accountable for all shorts and overages that occurred during the shift.

●      Adhere to all cash handling procedures.

●      Ensure accuracy of cash received & deposited.

Human Resources

• Manage the company’s recruitment, hiring and firing.
• Provide administrative support to staff onboarding. Manage the pre-employment process and paperwork.
• Write out memos & letters to respective staff.
• Conduct staff training on the use of software & company’s procedures/ protocols
• Create and maintain employee personnel files.
• Collect, track, update and maintain various employee data.
• Manage & conduct the administration of payroll.
• Maintain records of employee paid & sick leave (vacation, sick leave, maternity leave etc.).
• Maintain records of employee overtime & time off.
• Conduct regular performance evaluations, provide feedback, and address any performance issues or conflicts.

• Address all internal conflict in a professional manner. Where necessary, refer to disciplinary measures outlined in the Employee Handbook and report to matters to Management.

Financial Management

●      Monitor and control expenses, ensuring adherence to budgetary constraints.

• Manage cash flow, including cash handling, POS system oversight, and reconciliation of daily sales.
• Collaborate with the accounting department to prepare financial reports and analyze sales data for decision-making.
• Have the ability to cost menu and bar items.
• Produce financial reports for Managers and the Executive as required.

Bookkeeping

• Upload daily journal exports on software.
• Log all internal use items and defective products as written on Software.
• Close accounts receivable periods at the end of the month. Print statements of outstanding balances for execution and collection.
• Upload all monthly sales and vat reports for reconciliation and accountant use.
• Complete and submit monthly social security payments and reports.
• Create and receive purchase orders on Software and record vendor payments.
• Create sale invoices, bills etc. on Accounting Software.
• Upload billed invoice per vendor and payments where applicable.
• Reconcile bank statements at the end of each month.
• Ensure paperwork for all procedures, sales, and deliveries are recorded accurately.
• Prepare check payments to vendors per specified day.

Cash Management

• Issue customer bills and collect payment; ensure correct price, receipt and change are issued.
• Ensure that the cash float issued at the beginning and end of the shift is accurate.
• Evaluate end-of-day cash balancing report. Responsible for receiving accurate end-of-day cash balancing reports.
• Accountable for all shorts and overages that occurred during the work shift.
• Ensure items are processed under the correct code and price on the POS system and issued receipts.
• Responsible for the safekeeping of cash in the register drawer. Ensure the register drawer remains closed when not in use and all monies declared at the end of shift.

Secretarial Duties

• Answer all incoming company calls.  
• Create and send emails as directed and required.
• Respond to all queries received by email.
• Maintain an orderly filing system online and for paperwork.
• Carry out instructions as directed by Management.

Maintenance

• Report to the Maintenance Technician any malfunction of office equipment.

Personnel      

• Ensure a high standard of personal presentation, grooming and hygiene per the issued Employee Handbook.
• Exercise responsible behavior at all times and positively represent G.A. BlueStar Ltd. 
• Communicate daily operational matters with colleagues and Management.
• Maintain positive and professional customer and colleague interactions in the business environment. 
• Support the implementation of G.A. BlueStar’s mission. Demonstrate and reinforce their values and desired cultural characteristics.
• Adhere to rules and regulations established in the Employee Handbook and State Policies concerning fire, health and safety.
• Perform quarterly performance appraisals.
•  Attend training sessions and meetings as and when required.
• Write personnel letters as applicable
• Prepare monthly social security filings

• Carry out any other reasonable duties and responsibilities as assigned.

Additional Duties

Management may request you to perform other duties as required in any other department of G.A. BlueStar Ltd.

KEY COMPETENCIES

Qualifications

The Post Holder must have:

●      High school education with a minimum of Five (5) CXC/CSEC subjects, including Mathematics and English.

●      A Diploma or College attendance in Hospitality or related a field.

●      Minimum of four (4) years’ experience in Café or Bar management experience.

●      Competent writing skills.

●      Excellent customer service skills required. 

●      Strong organizational skills and attention to detail. 

●      Effective management skills.

●      Effective problem-solving skills.

●      Excellent verbal and written communication skills with exceptional interpersonal skills.

●      Competent math and computer skills.

Behavioral Attributes

The Post Holder must be able to:

●      Express enthusiasm on the job.

●      Take pride in one’s performance results.

●      Provide excellent customer service skills required. 

●      Work independently on assigned tasks and accept direction on given assignments.

●      Work in a team-oriented environment.

●      Work in a high-pressure business environment.

●      Display conflict resolution skills when serving disgruntled customers.

●      Receive constructive criticism and be open to ideas.

●      Consistent daily effort and willingness to assist in any area.

●      Display time management skills to effectively plan and schedule daily duties to accomplish goals required by Management. 

●      Be punctual for scheduled shifts.

●      Adhere to Dress Code Policy.

●      Adhere to Company regulations.

WORKING CONDITIONS

Physical Demands

The Café Manager may work long hours at times and work overtime occasionally and on weekends. The post holder may spend long hours standing & sitting to complete supervision of operations and paperwork. In addition, the post holder may have to attend meetings and training sessions as determined by CEO & Director. 

Environmental Conditions

The Café Manager will have to interact with the entire employee complement of the G.A. BlueStar Ltd and may be interrupted frequently to meet the needs and requests of employees.