Key Responsibilities and Required Skills for Coffee Shop Staff

🎯 Role Definition

Coffee Shop Staff (Barista / Café Team Member) are customer-facing hospitality professionals responsible for preparing high-quality coffee and food items, operating espresso and brewing equipment, maintaining store cleanliness and food safety standards, processing transactions accurately, and delivering exceptional guest experiences. This role blends technical beverage preparation skills with strong customer service, cash handling, inventory awareness, and teamwork to support efficient café operations and drive repeat business.

📈 Career Progression

Typical Career Path

Entry Point From:

Barista trainee / Café intern
Food service crew or café cashier
Retail sales associate with customer-facing experience

Advancement To:

Shift Supervisor / Lead Barista
Assistant Manager (Café)
Store Manager / Café Manager
Regional Trainer or Operations Supervisor

Lateral Moves:

Catering Coordinator for coffee and events
Coffee Roaster Assistant or Quality Technician
Customer Experience Specialist or Retail Trainer

Core Responsibilities

Primary Functions

Prepare and serve a wide range of espresso-based beverages (espresso, cappuccino, latte, macchiato) and brewed coffees to established quality and timing standards, ensuring consistent flavor and presentation.
Operate and maintain espresso machines, grinders, pour-over stations, drip brewers, and other beverage equipment, performing routine cleaning, calibration, and basic troubleshooting to prevent service interruptions.
Accurately follow standardized recipes, portion controls, and presentation guidelines for all menu items, including specialty drinks, seasonal offerings, and signature house beverages to ensure product consistency.
Provide fast, friendly, and professional customer service at the counter, drive-thru, and via mobile order platforms, greeting guests, taking orders, and answering product questions with product knowledge and upsell suggestions.
Accurately process cash, card, and mobile payments using the point-of-sale (POS) system, handle receipts, balance transactions at shift changes, and follow cash handling and reconciliation policies.
Prepare and package pastries, grab-and-go sandwiches, and other food items following food safety, allergen, and temperature-control procedures to maintain product integrity.
Maintain café cleanliness and organization, including front-of-house service areas, display cases, seating, restrooms, and outdoor patios to provide a safe and inviting environment for customers.
Execute opening and closing procedures, including equipment warm-up and shutdown, security checks, restocking, waste disposal, and verifying refrigeration and temperature logs.
Monitor inventory levels of coffee beans, milk, syrups, disposables, and retail merchandise; perform daily restocking and assist in receiving deliveries, inspecting products, and labeling stock for rotation.
Train and mentor new baristas on beverage preparation, safety protocols, POS operation, and customer service expectations; provide constructive feedback to improve performance.
Manage customer complaints and service recovery with empathy and speed, escalating to supervisors when necessary while documenting recurring issues for managerial review.
Measure and monitor beverage quality through taste tests, visual checks (crema, milk texture, latte art), and temperature monitoring to meet café standards and customer expectations.
Prepare and present specialty seasonal beverages and promotional offerings, ensuring proper ingredient usage and promotional signage to maximize sales and brand consistency.
Follow all local, state, and company food safety and sanitation regulations, including proper handwashing, cross-contamination prevention, and safe storage of perishable items.
Support inventory control by tracking everyday usage, reporting low-stock items, suggesting order quantities, and reducing waste through proper portioning and FIFO rotation.
Assist in drive-thru, mobile pick-up, and catering order fulfillment by coordinating timing, packaging, and communication with customers to ensure prompt delivery and accuracy.
Maintain and refill condiment stations, napkin holders, cups, lids, and utensils while monitoring for supply shortages and cleanliness throughout service hours.
Participate in regular team huddles and shift briefings to communicate menu changes, promotions, allergy alerts, or operational updates and to align on daily sales goals.
Uphold brand standards and visual merchandising in displays and signage for retail coffee beans, mugs, and seasonal merchandise to increase retail sales and customer engagement.
Perform light food prep tasks such as slicing fruit, assembling sandwiches, heating prepped items, and portioning bakery products while following sanitation and allergy protocols.
Use suggestion-selling and conversational upselling techniques to increase average ticket size by recommending add-ons such as pastry pairings, size upgrades, or retail products.
Document equipment maintenance needs, breakages, or supply shortages and communicate proactively to shift leads or managers to ensure continuity of operations.

Secondary Functions

Assist with simple social media content capture for in-store promotions (photos of seasonal beverages or displays) when requested by store marketing leads.
Support occasional store merchandising projects, seasonal deep-cleaning, and layout refreshes to maintain an attractive in-store environment.
Help coordinate small catering orders or bulk beverage preparation for local meetings and events, ensuring on-time pickup or delivery.
Participate in cross-training for inventory receiving, basic opening/closing manager tasks, and weekly stock counts to build broader operational capability.
Assist in maintaining compliance records (temperature logs, cleaning checklists) and filing for audit readiness and manager review.
Perform light maintenance tasks such as descaling equipment, changing water filters, and notifying service providers for preventative maintenance.
Provide input to managers on menu ideas and customer feedback trends to support continuous improvement and local menu adaptations.
Offer occasional support for community outreach events, pop-ups, or farmer’s market participation as scheduled by the store manager.

Required Skills & Competencies

Hard Skills (Technical)

Expert operation of commercial espresso machines and coffee grinders, including dosing, tamping, and extraction techniques.
Proficiency with POS systems, mobile ordering apps, contactless payments, and daily cash reconciliation procedures.
Knowledge of milk steaming, milk alternatives (oat, almond, soy), and milk texturing techniques for consistent microfoam and latte art.
Understanding of coffee brewing methods (pour-over, French press, AeroPress, cold brew) and ability to adjust grind and brew parameters for quality.
Food safety and sanitation certification or demonstrated knowledge of HACCP principles, allergen control, and proper food handling.
Ability to follow written recipes, standardized beverage specs, and portion control measures to minimize waste.
Basic equipment maintenance skills such as routine cleaning cycles, grinder calibration, descaling, and part replacement logging.
Inventory management fundamentals: stock rotation (FIFO), order receiving, basic cycle counts, and waste tracking.
Basic food preparation and portioning skills for sandwiches, pastries, and grab-and-go items while following hygiene protocols.
Cup/lid/sleeve sizing knowledge, packaging and labeling practices for to-go and catering orders to ensure accuracy and safety.
Familiarity with health code compliance, local food safety regulations, and temperature monitoring for food and dairy products.
Ability to interpret and follow shift checklists, opening/closing procedures, and daily prep guides.

Soft Skills

Exceptional customer service orientation with a friendly, patient, and solution-focused demeanor.
Strong verbal communication skills for clear order taking, team collaboration, and conflict resolution.
Multitasking and time management under high-volume service periods while maintaining product quality and accuracy.
Teamwork and collaboration mindset to support co-workers during peak shifts and cross-train for flexibility.
Attention to detail to follow recipes, portion sizes, temperature controls, and cash-handling procedures precisely.
Adaptability and composure in a fast-paced, changing environment, including handling last-minute menu changes or equipment issues.
Sales-focused mindset with the ability to upsell and promote seasonal items without compromising guest experience.
Dependability, punctuality, and integrity in handling cash, closing responsibilities, and shift accountability.
Problem-solving skills to address equipment faults, supply shortages, or service issues quickly and escalate appropriately.
Positive attitude, hospitality-first approach, and willingness to learn and adopt new techniques or procedures.

Education & Experience

Educational Background

Minimum Education:

High school diploma or equivalent (GED)

Preferred Education:

Certificate in Hospitality, Food Safety (ServSafe or equivalent), or Barista training program
Vocational training in Culinary Arts, Hospitality Management, or Retail Operations

Relevant Fields of Study:

Hospitality Management
Culinary Arts / Food Service
Business or Retail Management
Food Safety / Public Health

Experience Requirements

Typical Experience Range:

0 to 3 years of customer-facing foodservice experience; entry-level candidates with strong customer service skills are welcome.

Preferred:

1+ years as a barista or café team member with demonstrated espresso and POS proficiency, or experience in high-volume retail food service.