Events Inventory Coordinator

phippsconservatory; Pittsburgh (Allegheny County); On-site; USD 42,000 - 62,000; Full time

Job summary

Phipps Conservatory and Botanical Gardens is seeking an Alcohol Inventory Coordinator to support the Events Department in beverage supply, inventory prep, and coordination with event staff to meet client expectations and uphold service standards.

The role involves managing bar inventory, reviewing invoices, weekly counts, and maintaining accurate records across event periods while ensuring liquor laws and safety standards are met.

Qualifications

• Strong organizational and inventory management skills.
• Professionalism and clear communication with clients, vendors, staff.
• Knowledge of liquor control policies and bar operations.
• Ability to maintain accurate accounting records.
• Proficiency in computer systems and inventory tracking.

Responsibilities

• Oversee bar inventory including liquor, beer, and supplies; place and track orders.
• Review invoices and document purchases.
• Conduct weekly inventory and prepare reports.
• Maintain records of bar transactions.
• Organize alcohol storage areas.
• Prepare consumption sheets and coordinate inventory for events.
• Investigate discrepancies with leadership and Finance.
• Keep bars stocked per client orders.
• Distribute beverage menus and guidelines.
• Uphold service quality, cleanliness, and beverage standards.
• Ensure compliance with liquor laws and safety standards.
• Coordinate with staff, vendors, and supply chain.

Skills

Inventory management

Organizational skills

Professionalism

Liquor policies

Accounting records

Computer skills

Multitasking

Independent work

Education

Associate or bachelor’s degree in business or relevant field

Job description

TITLE: Alcohol Inventory Coordinator

DEPARTMENT: Guest Service

REPORTS TO: Senior Event Sales Manager

GENERAL SUMMARY: Under the direction of the Senior Event Sales Manager, the Alcohol Inventory Coordinator supports the Events Department by ensuring seamless beverage supply through effective inventory preparation, tracking and coordination with event staff to meet client expectations and uphold service standards. Phipps Conservatory and Botanical Gardens is an equal opportunity employer that is committed to attracting and retaining a diverse staff. We strive to create a working environment that is inclusive, equitable and welcoming as we honor employee experiences, perspectives, and unique identities.

PRINCIPAL DUTIES AND RESPONSIBILITIES

1. 1. Engage effectively with team members, clients, and guests to ensure exceptional service and communication.
2. 2. Manage all aspects of bar inventory, including liquor, beer, cocktail ingredients, and supplies, as well as placing and tracking orders.
3. 3. Review invoices and ensure proper documentation for all purchases.
4. 4. Conduct weekly inventory of beer, wine, and liquor; prepare comprehensive weekly and month-end inventory reports.
5. 5. Maintain accurate accounting records for all bar-related transactions, including inventory purchases, sales, and event consumption.
6. 6. Organize and maintain alcohol storage areas, including coolers and cages, to ensure a clean and efficient setup.
7. 7. Prepare and update consumption sheets for events; coordinate alcohol inventory for individual events and submit final consumption sheets to the Accounting department.
8. 8. Investigate inventory discrepancies and work with leadership and Finance to resolve variances.
9. 9. Ensure all bars are fully stocked with the necessary items as per client orders.
10. 10. Distribute beverage menus and guidelines to clients and staff as needed.
11. 11. Uphold company standards for service quality, cleanliness, aesthetic presentation, and beverage quality.
12. 12. Ensure compliance with all applicable liquor laws, RAMP requirements, organizational policies, and food and beverage safety standards. Facilitate regular and clear communication with and between bar staff, including vendor coordination and supply chain management.
13. 13. Perform additional duties and responsibilities as assigned

KNOWLEDGE, SKILLS AND ABILITIES REQUIRED

1. 1. Strong organizational and inventory management skills.
2. 2. Demonstrate professionalism, sound judgment, and respectful communication in all interactions with clients, vendors, coworkers, and supervisors while representing Phipps at events.
3. 3. In-depth knowledge of liquor control policies and bar operations.
4. 4. Proficiency in maintaining accurate accounting records.
5. 5. Strong computer skills.
6. 6. Ability to manage multiple priorities and ensure timely delivery of services for events.
7. 7. Self-motivated, disciplined, dependable, and able to work with limited supervision.
8. 8. Ability to prioritize and work independently.

PHYSICAL, MENTAL AND SENSORY DIMENSIONS

1. 1. Physical mobility: sitting, standing, walking, lifting/carrying objects up to 50 pounds, manual dexterity to operate keyboard.
2. 2. Mental effort: reading, writing, analyzing and visualizing.
3. 3. Sensory requirement: ability to communicate and respond both in person and over the phone to the general public, staff and volunteers in a friendly and fair manner.
4. 4. Strong work ethic in all areas of job performance.
5. 5. Ability to work under deadlines and stress.

WORKING CONDITIONS

1. 1. Ability to provide own transportation to perform principal responsibilities.
2. 2. Will have occasion to work in or pass through any area of the Conservatory or growing houses.
3. 3. Flexible availability, including evenings, weekends, and holidays as needed.
4. 4. Ability to meet the physical demands of the position, including but not limited to:
   • a. Working indoors and outdoors in all weather conditions.
   • b. Standing, walking, and moving for periods of exceeding 8 hours
   • c. Lifting and carrying items weighing up to 50+ pounds.

MINIMUM POSITION GUIDELINES

1. 1. Associate or bachelor’s degree in business or relevant field preferred.
2. 2. Previous experience in customer service or catering preferred.
3. 3. Must hold a current Pennsylvania driver's license and be insurable by the Conservatory.
4. 4. Must be RAMP certified by of the end of their 1st week of employment.
5. 5. Must possess a valid driver’s license and be at least 21 years of age.

Revisions, additions or deletions to this job description may be made at any point.