Key Responsibilities and Required Skills for Coffee Shop Manager

🎯 Role Definition

As a Coffee Shop Manager (Café Manager), you will lead daily store operations to deliver exceptional customer experiences, drive sales and profitability, and develop a high-performing team. You will manage staffing, inventory, financials, food safety, vendor relationships, and local marketing while ensuring consistent beverage quality, operational efficiency, and compliance with brand standards and health regulations. This role combines hands-on barista leadership with strategic store management and requires strong people leadership, operational discipline, and a relentless focus on guest satisfaction.

📈 Career Progression

Typical Career Path

Entry Point From:

Senior Barista or Lead Barista
Shift Supervisor / Floor Manager
Assistant Store Manager (Café)

Advancement To:

Multi-Unit Manager / Area Manager
General Manager — Flagship or High-Volume Location
Operations Manager (District/Regional)

Lateral Moves:

Trainer / Coffee Education Specialist
Retail Operations Coordinator / Merchandising Specialist

Core Responsibilities

Primary Functions

Oversee all daily store operations, opening and closing procedures, cash handling, and key control to ensure secure, efficient, and compliant service throughout each business day.
Hire, onboard, coach, and mentor a team of baristas and supervisors; develop individualized training plans and conduct regular performance reviews to build a skilled, motivated workforce.
Create and manage employee schedules to meet forecasted demand while controlling labor costs, ensuring appropriate shift coverage, and minimizing overtime.
Maintain consistent beverage and food quality by enforcing recipes, standard operating procedures (SOPs), and presentation guidelines for espresso, brewed coffee, food items, and specialty beverages.
Lead shift operations on the floor during peak periods as needed, providing hands-on barista support, quality checks, and rapid problem resolution to maximize customer satisfaction.
Manage inventory and stock levels through accurate par management, cycle counts, weekly ordering, and reconciliation to reduce waste, shrinkage, and out-of-stock situations.
Negotiate and maintain vendor relationships, manage ordering cadence, confirm deliveries, and address quality or invoice discrepancies in partnership with procurement or corporate teams.
Monitor store financials including daily sales, cash reconciliation, deposit preparation, cost of goods sold (COGS), and adherence to budgeted targets; prepare weekly and monthly sales and variance reports.
Drive sales through local store initiatives, upselling techniques, loyalty program enrollment, suggestive selling, and execution of seasonal promotions and merchandising.
Implement and enforce health, safety, and sanitation standards including ServSafe/food handler protocols, routine cleaning schedules, equipment sanitation, and preparation for health inspections.
Manage point-of-sale (POS) systems, processing of transactions, refunds, discounts, gift cards, mobile orders, and troubleshooting basic technical issues or escalation to IT support.
Control shrinkage and theft through loss-prevention policies, auditing procedures, and employee training on cash handling and inventory integrity.
Coach employees on customer service excellence, complaint resolution, and conflict de-escalation to maintain a welcoming atmosphere and positive guest experience.
Execute opening and closing checklists, equipment start-up and shutdown, and preventive maintenance to ensure equipment reliability (espresso machines, grinders, brewers, dishwashers).
Oversee merchandising, visual displays, product placement, and packaging presentation to align with brand standards, seasonal campaigns, and local sales strategies.
Coordinate catering and bulk orders, including custom requests, pricing, production scheduling, and delivery/pick-up logistics to grow B2B and event revenue streams.
Analyze sales trends and customer feedback to recommend menu changes, portion adjustments, price strategies, and new product trials that support profitability and customer demand.
Ensure compliance with all labor laws, company policies, and employment documentation; manage timekeeping accuracy, breaks, and payroll inputs in coordination with payroll/HR teams.
Maintain records for regulatory compliance and audits, including temperature logs, cleaning logs, incident reports, and supplier documentation.
Lead loss-prevention investigations and documentation for any cash variance, inventory discrepancies, or safety incidents and implement corrective action plans.
Partner with district/regional management to roll out brand initiatives, drive KPI improvements, and participate in leadership meetings and store operations reviews.
Implement continuous improvement initiatives for service speed, order accuracy, waste reduction, and energy efficiency to improve margins and customer throughput.
Support hiring events, community outreach, and local partnerships to increase brand awareness, drive foot traffic, and recruit talent.

Secondary Functions

Develop and execute local marketing plans including social media posts, community sponsorships, in-store events, and loyalty program activations to grow repeat business.
Participate in product innovation and seasonal menu planning by providing frontline feedback on customer preferences and operational feasibility.
Serve as the primary contact for store-level vendor relationships and third-party delivery platforms; coordinate promotions, merchandising, and issue resolution.
Train and certify baristas in coffee education topics (espresso extraction, milk steaming, brew methods) and document competency checklists.
Maintain and update training materials, opening/closing manuals, and SOPs to reflect changes in menu, equipment, or corporate directives.
Assist with budget planning and capital expenditure requests for equipment replacement, remodels, or technology upgrades.
Support corporate initiatives for sustainability, waste reduction, and recycling programs at the store level and track measurable results.
Conduct monthly inventory audits and cycle counts, reconcile variances, and implement root-cause corrective actions to tighten controls.
Coordinate store maintenance and vendor service calls for major equipment and facilities issues to minimize downtime.
Act as deputy manager for other nearby stores during manager absences, providing cross-training and standardized operational leadership.

Required Skills & Competencies

Hard Skills (Technical)

Proficient with POS systems (e.g., Square, Toast, Lightspeed, Clover) and ability to train staff on POS operations, reports, and end-of-day reconciliation.
Strong cash handling and cash reconciliation experience with demonstrated accuracy and internal control in high-volume retail environments.
Inventory and supply chain management skills: par-level setting, ordering, vendor coordination, and cycle counting to control COGS.
Solid understanding of food safety and sanitation standards with ServSafe or local food handler certification preferred.
Hands-on barista expertise: espresso machine operation, grinder adjustment, milk texturing, shot pulling, and consistent beverage formulation.
Basic financial literacy: reading P&L statements, variance analysis, margin improvement, and budget adherence.
Scheduling and labor management using workforce management tools (e.g., Deputy, When I Work, Homebase) to forecast labor needs and control costs.
Experience with staff training programs, onboarding flows, competency checklists, and performance documentation.
Familiarity with retail merchandising, product placement, and seasonal promotional execution.
Knowledge of local health code regulations, permit requirements, and compliance documentation for inspections.
Ability to operate and troubleshoot common café equipment (espresso machines, grinders, brewers, dishwashers) and coordinate repairs.
Proficiency in Microsoft Excel and basic reporting tools to analyze sales, inventory, and labor metrics.

Soft Skills

Strong leadership and people management with the ability to motivate, coach, and retain frontline employees.
Excellent customer service orientation and conflict resolution skills to manage guest complaints and ensure a positive experience.
Effective communication skills — clear, friendly, and professional with staff, vendors, and customers.
Time management and multitasking under peak business pressures while maintaining attention to detail.
Problem-solving mindset with the ability to make quick, data-informed decisions and escalate appropriately.
High emotional intelligence, including patience, empathy, and constructive feedback delivery.
Sales-driven mentality with experience coaching teams on upsell techniques and loyalty growth.
Adaptability and resilience in a fast-paced retail environment subject to changing demands and promotions.
Team-building and culture development skills to foster an inclusive, service-focused store culture.
Strong organizational skills and process orientation to implement and monitor SOPs consistently.

Education & Experience

Educational Background

Minimum Education:

High school diploma or equivalent.

Preferred Education:

Associate degree or diploma in Hospitality Management, Business Administration, or related field.
Additional certifications: ServSafe, Food Handler, or Barista Trainer Certification.

Relevant Fields of Study:

Hospitality Management
Business Administration
Culinary Arts / Food Service Management
Retail Management

Experience Requirements

Typical Experience Range:

2–5 years in coffeehouse, café, or quick-service restaurant roles with at least 1 year in a supervisory or lead position.

Preferred:

3+ years managing a café, coffee shop, or similar retail food operation with P&L responsibility, staff leadership, and demonstrated success in driving sales and operational excellence.
Prior experience with specialty coffee programs, staff training/education, and inventory/financial controls preferred.