OPERATION ASSISTANT / BARISTA

OPERATIONS ASSISTANT

Job Description

Job Summary

The Operations Assistant provides operational and administrative support to ensure the smooth, efficient, and consistent day-to-day operations of the company.

The position requires working knowledge of barista and café operations, allowing the Operations Assistant to support branch personnel, monitor operational standards, assist with inventory management, and identify issues affecting daily operations.

The Operations Assistant works closely with the Operations Supervisor and Management to maintain operational efficiency, product quality, employee compliance, and proper branch procedures.

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Key Responsibilities

1. Operations Support

• Assist in monitoring day-to-day operations.
• Conduct branch/store visits and operational checks when required.
• Ensure employees follow company policies, procedures, and operational standards.
• Monitor store cleanliness, organization, equipment, and overall readiness.
• Identify operational issues and report them to management.
• Assist in implementing corrective actions and operational improvements.
• Provide support to branches during peak periods or staffing shortages when necessary.

2. Barista & Café Operations

• Apply basic to intermediate knowledge of barista operations.
• Understand basic espresso preparation, milk steaming, beverage preparation, and drink assembly.
• Ensure proper adherence to beverage recipes, measurements, and portioning.
• Assist in monitoring beverage quality and consistency.
• Assist in training and coaching employees on basic beverage preparation and café procedures.
• Understand the proper use and basic care of espresso machines, grinders, blenders, and other café equipment.
• Identify common operational or equipment issues and report them appropriately.

3. Inventory Management

• Assist in monitoring inventory levels across branches.
• Conduct physical inventory counts.
• Compare physical inventory against system/POS records.
• Identify shortages, overages, wastage, and inventory discrepancies.
• Monitor consumption of coffee beans, milk, syrups, powders, packaging materials, and other supplies.
• Assist in preparing stock requests and replenishment requirements.
• Ensure proper receiving, storage, labeling, and organization of inventory.
• Report damaged, expired, missing, or excess inventory.

4. Staff Coordination

• Assist in monitoring employee attendance and staffing requirements.
• Coordinate with branch employees regarding operational concerns.
• Assist supervisors in monitoring employee compliance and performance.
• Communicate management instructions and operational updates to employees.
• Assist with onboarding and operational training of new employees.
• Report staffing shortages, employee concerns, and operational issues to management.

5. Administrative & Reporting Duties

• Prepare daily, weekly, or monthly operational reports.
• Assist in compiling sales, inventory, attendance, wastage, and operational data.
• Maintain accurate and organized records.
• Encode and update information using Excel, Google Sheets, POS systems, or other company systems.
• Assist management in preparing operational reports and analysis.
• Ensure branch checklists and required documents are properly completed and submitted.

6. Quality Control

• Monitor compliance with product preparation standards.
• Conduct routine checks on beverage quality and consistency.
• Monitor proper food and beverage handling practices.
• Check compliance with cleanliness and sanitation standards.
• Report recurring quality issues and operational violations.
• Assist in maintaining consistent standards across all branches.

7. Equipment & Maintenance

• Monitor the condition of café equipment and other operational assets.
• Check espresso machines, grinders, refrigerators, blenders, POS equipment, and other equipment.
• Report equipment malfunctions and maintenance requirements.
• Coordinate with authorized technicians or service providers when required.
• Maintain basic maintenance and repair records.
• Ensure employees follow proper equipment cleaning and handling procedures.

8. General Support

• Assist in store openings, events, promotions, inventory counts, audits, and other company activities.
• Assist management with operational projects and process improvements.
• Perform other reasonable duties assigned by Management related to company operations.

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Qualifications

Required Qualifications

• At least 1 year of experience in café, restaurant, F&B, retail, or similar operations preferred.
• Basic to intermediate barista knowledge required.
• Knowledge of espresso-based beverages and basic café operations.
• Good communication and coordination skills.
• Organized and detail-oriented.
• Willing to travel between branches or operating locations.
• Basic knowledge of Microsoft Excel or Google Sheets.
• Able to work independently and take initiative.
• Willing to work flexible hours depending on operational requirements.

Preferred Qualifications

• Previous experience as a Barista, Senior Barista, Shift Leader, Café Supervisor, or Operations Staff.
• Experience with POS and inventory systems.
• Experience conducting inventory counts or store audits.
• Basic knowledge of coffee equipment and troubleshooting.
• Experience in multi-branch F&B operations.

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Core Competencies

• Café & Barista Operations
• Branch/Store Operations
• Inventory Management
• Staff Coordination
• Quality Control
• Basic Equipment Troubleshooting
• POS Operations
• Excel / Google Sheets
• Documentation & Reporting
• Problem Solving
• Communication
• Time Management
• Attention to Detail
• Initiative and Proactiveness
• Leadership Potential

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Performance Expectations

The Operations Assistant is expected to:

1. Maintain accurate and timely operational reports.
2. Help minimize inventory discrepancies and product wastage.
3. Ensure employees consistently follow company procedures.
4. Identify operational problems and report them promptly.
5. Assist branch personnel with operational concerns.
6. Help maintain consistent product and beverage quality.
7. Communicate important operational issues to management.
8. Demonstrate initiative and proactiveness.
9. Properly safeguard company inventory, equipment, and assets.
10. Contribute to improving operational efficiency and profitability.

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Reporting Structure

Reports To: Operations Supervisor / Operations Manager / Management

Works With: Branch Staff, Baristas, Supervisors, Admin, Finance, Inventory Personnel, and Management

Position Type

Operations / Field Support / Administrative