Beverage Coordinator

Description

Help shape unforgettable experiences at Pittsburgh Botanic Garden by leading a creative, well-run beverage program. As Beverage Coordinator, you’ll blend hospitality, organization, and business savvy to support events, grow beverage revenue, and keep service smooth, safe, and enjoyable for every guest.

The Beverage Coordinator supports the Events Manager in driving event revenue through thoughtful beverage offerings and service. You’ll help design bar packages and pricing, manage beverage contracts and payments, and work closely with clients, caterers, vendors, café staff, and Garden colleagues. This role reports to the Events Manager and Director of Visitor Experience and Events.

• Meet or exceed alcohol revenue targets outlined in the board-approved annual budget.
• Provide reports and key metrics to track progress, compare against benchmarks, identify challenges, and manage expenses.
• Follow up on leads and communicate with potential clients from initial inquiry through booking, helping keep event information and pricing up to date across all relevant channels.
• Manage beverage contracts for external events from start to finish, ensuring deposits and payments are secured on schedule.
• Carefully track payments so all clients meet required deadlines.
• Maintain daily bar operations by enforcing compliance with Pennsylvania Liquor Control Board (PLCB) rules and Garden policies, and by supporting productivity, quality, and guest service standards.
• Help maintain a safe, clean, and healthy environment by following and enforcing sanitation standards and procedures in line with PLCB laws and Garden policies.
• Train and develop bar staff to deliver excellent service and support the beverage menu; ensure all bar staff obtain and maintain RAMP certification.
• Provide friendly, professional customer service to all potential and current clients.
• Ensure bar areas are clean and ready before each event, including sweeping, mopping, wiping surfaces, and managing trash.
• Complete post-event beverage consumption reports, calculate gains/losses, and share figures with the Events Manager to finalize client billing.
• Conduct weekly beverage inventory, place orders, and maintain appropriate par levels.
• Complete end-of-month inventory and reconcile it with weekly reports; provide documentation on department transfers, product waste, and cost of goods sold for bar packages.
• Place beverage orders for external events, internal events, and the Canopy Café.
• Coordinate inventory needs with the Canopy Café Manager and Coordinators to keep offerings aligned and stocked.
• Support the Events Manager in researching, analyzing, and developing new profit-generating opportunities, including specialty cocktails and wine pairings for Garden dinners and community events.
• Serve as day-of support at events, such as weddings, coordinating with vendors, following timelines, helping run ceremonies, and assisting with rehearsals as needed.
• Partner with other departments on programs and initiatives that advance the Garden’s long-term goals.

• High school diploma or equivalent; college degree is a plus.
• Prior experience in restaurants, events, or beverage coordination is helpful.
• Willingness to learn systems such as Tripleseat, Back Bar, Clover, and Altru.
• Strong attention to detail and excellent organizational skills.
• Experience or comfort with planning, budgeting, and basic marketing concepts.
• Working knowledge of local and regional markets, venue operations, and the special events industry, or interest in developing that knowledge.
• Ability to thrive in a fast-paced environment while managing multiple tasks at once.
• Skill in evaluating risks and liabilities related to special events and venue rentals.
• Ability to stay calm under pressure and consistently meet deadlines.
• Excellent interpersonal and communication skills, with a customer-focused mindset.
• Willingness to complete required background checks (Child Abuse Clearance, PA State Police Background Check, FBI Fingerprint Background Check).
• Valid driver’s license.
• RAMP certification or willingness and ability to become certified.
• Availability to work evenings and weekends.

• Full-time, hourly position, typically 40 hours per week, with flexibility and additional hours as needed for Garden events.
• Requires availability for weekends, daytime and evening shifts, and occasional holidays.
• Ability to lift and carry up to 25 pounds.
• Ability to stand for extended periods and work in all weather conditions.

If you enjoy hospitality, have an eye for detail, and want to help shape an elevated beverage experience in a beautiful outdoor setting, the Beverage Coordinator role offers an exciting way to grow your skills and be part of a mission-driven team.