Main Responsibilities and Required Skills for a Cafe Manager

A Cafe Manager is a professional who oversees the day-to-day operations of a cafe, ensuring that it runs smoothly and efficiently. They are responsible for managing the staff, maintaining quality standards, and delivering excellent customer service. In this blog post, we will describe the primary responsibilities and the most in-demand hard and soft skills for Cafe Managers.

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Main Responsibilities of a Cafe Manager

The following list describes the typical responsibilities of a Cafe Manager:

Achieve

Achieve monthly sales targets / goals.

Add

Add new menu items based on seasonality and customers' preferences.

Advise

Advise staff on the best ways to resolve issues with clients and deliver excellent customer service.

Analyze

Analyze customer feedback and make improvements to enhance the customer experience.

Anticipate

Anticipate and fulfill customers' needs.

Attend

Attend monthly team meetings held during the evening.
Attend special events organised by Pembroke House which may be during the evenings or at weekends.

Build

Build and develop customers' relationships.
Build relationships with suppliers and staying current on products and services they offer.

Check

Check out our instagram or facebook for pictures of our set up.

Coach

Coach and support retail staff.
Coach staff on performance opportunities.

Collaborate with

Collaborate with other departments within the organization.
Collaborate with vendors and negotiate supplier contracts.

Communicate

Communicate important information to team in person and in bi-weekly emails.

Complete

Complete other tasks commensurate with the level of the role.

Conduct

Conduct performance evaluations and provide feedback to employees.
Conduct regular staff meetings to communicate goals and expectations.

Control

Control inventory, monitor revenues and modify procedures and prices.

Coordinate

Coordinate special events and promotions.
Coordinate with potential vendors to carry new ingredients and / or products.

Create

Create affordable, attractive, and campus delivery friendly food and drink menu.
Create a positive atmosphere.
Create a positive, friendly and professional work environment.
Create weekly schedule ensuring appropriate workforce according to business needs.
Create work schedules and ensure adequate staffing levels.

Determine

Determine type of services to be offered and implement operational procedures.

Develop

Develop and implement marketing initiatives to attract and retain customers.
Develop and implement operational strategies to achieve business goals.
Develop and manage budgets.
Develop, source and implement new beverages and seasonal offerings.

Educate

Educate customers about our products including ingredients.
Educate staff on all aspects of our brand – quality, brand identity, selling points.

Ensure

Ensure adherence to Health, Safety & Cleanliness of the cafe.
Ensure all cafe areas are clean and tidy.
Ensure cleanliness of seating area, condiments table and public space.
Ensure compliance with health and safety regulations.
Ensure flawless execution and accuracy of all drink orders.
Ensure health and safety regulations are followed.
Ensure proper maintenance of equipment and facilities.
Ensure team members follow standards (uniforms, grooming, purchases, punctuality.
Ensure that daily side work and weekly projects are completed.

Establish

Establish detailed recipes for new products and train all baristas to execute.

Evaluate

Evaluate current bean selection and roasting profiles, review and update as needed.
Evaluate efficiency of current systems and bar flow, improve processes as needed.
Evaluate ways to improve overall experience.

Facilitate

Facilitate repairs and services with vendors.
Facilitate weekly / monthly inventory and ordering.

Follow

Follow disciplinary protocol outlined in the VCR Employee Handbook.

Foster

Foster a positive work environment and promote teamwork.

Handle

Handle administrative tasks such as payroll and reporting.
Handle customer complaints and resolve issues promptly.
Handle customers' complaints and unsatisfying experiences.

Hire

Hire and onboard new wait staff and baristas.

Implement

Implement and enforce company policies and procedures.

Input

Input cash sales / cash deposit data in spreadsheet and monitor compliance.
Input COGS in F&B cost spreadsheet, monitor margins and update retail prices as needed.

Interact with

Interact with customers, creating a welcoming environment and encouraging repeat custom.
Interact with vendors for seasonal products, new offers, new consumption trends.

Interview

Interview and hire new team members.

Keep

Keep abreast of competitor activities and adjust strategies accordingly.
Keep a clean, neat and organized workspace (FOH and BOH).

Lead

Lead in store bar training, coffee education and be a model barista.

Maintain

Maintain accurate records of sales, expenses, and inventory.
Maintain a high standard of sterilization and cleaning procedures.
Maintain appealing and organized pastry displays.
Maintain cleanliness and hygiene standards in the cafe.
Maintain proper cash controls, inventory, labor and auditing as required by the Company.
Maintain relationships with all suppliers and vendors.
Maintain relationships with regular customers and provide personalized service.
Maintain updated records of daily, weekly and monthly revenues and expenses.

Manage

Manage and organize stock areas.
Manage cash flow, including cash handling and register operations.
Manage day-to-day operations of the cafe.
Manage inventory and maintain adequate levels of supplies.
Manage inventory and place weekly orders with suppliers.

Meet

Meet weekly with owner to communicate any issues which need addressing.

Minimise

Minimise fraud by putting in place systems with the Director of Finance and Operations.

Monitor

Monitor amount of change in Change box, go to the bank to make change as needed.
Monitor and analyze sales performance and adjust strategies accordingly.
Monitor and control operational costs to maximize profitability.
Monitor inventory levels and order supplies as needed.
Monitor quality and quantity of bakery items, communicate with vendors if issues arise.
Monitor sales, and manage pastry pars as needed.

Motivate

Motivate team with positivity, and set the pace for speed and efficiency during shifts.

Negotiate

Negotiate arrangements with suppliers for food and other supplies.

Nurture

Nurture friendly relationships with customers to increase loyalty and boost our reputation.

Offer

Offer exceptional customer service for our customers.

Oversee

Oversee food and beverage preparation and presentation.
Oversee maintenance of machines, equipment and plumbing.

Participate in

Participate in and complete performance assessments / evaluations as assigned.
Participate in planning and facilitating staff meetings.
Participate in the interview process.

Perform

Perform other related duties as required.

Pick

Pick ups and deliveries are all contactless.

Place

Place weekly / monthly orders with vendors.

Prepare

Prepare drinks as prescribed to the highest level of quality.

Provide

Provide and promote excellent customer service at all times.
Provide feedback to the owners and GM on chocolate sales at the cafe.
Provide leadership to staff including training, direction, scheduling and supervision.
Provide leadership to staff which would include training, direction, scheduling and supervision.

Reconcile

Reconcile cash register and follow record retention protocols when preparing deposits.

Recruit

Recruit staff and oversee staff training.
Recruit, train, and supervise cafe staff members.

Resolve

Resolve customer complaints and ensure health and safety regulations are followed.

Respond to

Respond to all questions, comments, and concerns in a professional and efficient manner.

Review

Review employees clock in / out on a daily basis.

Set

Set staff work schedules and monitor staff performance.
Set the standard for an organized and clean workplace.

Solicit

Solicit customers' feedback and comments.

Stay updated with

Stay informed about food safety regulations and implement appropriate measures.
Stay updated with industry trends and best practices.
Stay updated with industry trends and introduce new products or services.

Take

Take advantage of teachable moments that are presented.

Track

Track weekly inventory and place product orders.

Train

Train employees on drinks preparation and proper use of coffee equipment.

Treat

Treat each person as if they are the most important person in the room.

Uphold

Uphold attractive display of baked goods / sandwiches and accurate price tags and keys in POS.
Uphold current standards and identify key areas of improvement.

Work

Work well under pressure, maintains a pleasant demeanor even under stress.

Most In-demand Hard Skills

The following list describes the most required technical skills of a Cafe Manager:

Proficiency in point-of-sale (POS) systems and cash handling.
Knowledge of food and beverage preparation techniques.
Strong understanding of health and safety regulations.
Ability to analyze financial reports and manage budgets.
Inventory management and ordering skills.
Marketing and promotional strategies.
Proficiency in using office productivity software (e.g., Microsoft Office, Google Suite).
Knowledge of food safety regulations and certifications.
Familiarity with cafe equipment and maintenance.
Understanding of local labor laws and employment regulations.
Ability to analyze sales data and make informed decisions.
Knowledge of coffee brewing techniques and barista skills.
Menu development and pricing strategies.
Vendor management and negotiation skills.
Ability to create staff schedules and manage employee shifts.
Proficiency in social media platforms for marketing purposes.
Familiarity with different types of coffee beans and their characteristics.
Understanding of customer relationship management (CRM) systems.
Ability to analyze market trends and make strategic recommendations.
Proficiency in food cost calculations and profitability analysis.

Most In-demand Soft Skills

The following list describes the most required soft skills of a Cafe Manager:

Excellent communication and interpersonal skills.
Leadership and team management abilities.
Customer service orientation and problem-solving skills.
Strong organizational and multitasking skills.
Adaptability and flexibility in a fast-paced environment.
Attention to detail and high standards of cleanliness and quality.
Conflict resolution and negotiation skills.
Time management and ability to prioritize tasks effectively.
Positive attitude and ability to motivate and inspire team members.
Empathy and ability to understand and meet customer needs.
Strong work ethic and ability to lead by example.
Decision-making skills and ability to handle high-pressure situations.
Problem-solving and critical thinking abilities.
Collaboration and teamwork skills.
Ability to provide constructive feedback and coach employees.
Excellent customer relationship management skills.
Emotional intelligence and ability to manage emotions in the workplace.
Conflict management and resolution skills.
Creativity and innovation in menu planning and customer experiences.
Continuous learning mindset and willingness to adapt to new industry trends.

Conclusion

The role of a Cafe Manager is multifaceted, requiring a wide range of responsibilities and a diverse skill set. By understanding and fulfilling their main responsibilities, and possessing the necessary hard and soft skills, Cafe Managers can create an enjoyable and thriving cafe environment that delights customers and drives business success.