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The role of the Stock Operations Lead is to manage all aspects of stock on site (during build, show and breakdown), with the support of the Event Manager, Event Stock Planner and the rest of the onsite stock team. The Stock Operations Lead may have to also act as Stock Operations Manager at smaller events. 

Key Responsibilities

• Manage the full stock team onsite to ensure smooth delivery of the stock operation

• Site artics (articulated lorries) in suitable locations to ensure the are accessible for loading and unloading

• Ensure all stock delivered into the event is counted and recorded on the stock planner to ensure the event can be successfully reconciled 

• Add all stock-related paperwork including; delivery notes, stock count sheets and transfer slips onto Asana in a timely fashion to ensure the Stock Planners can cross reference deliveries against data in the Stock Planner document

• Liaise with the Stock Planner regarding any shortages on deliveries to ensure top ups can be delivered before live event days and sponsor stock requirements are met

• Conduct a ‘menu audit’, a check to confirm all fridges and artics have correct stock as per menus per bar to prevent any unnecessary stock movements on live days and ensure any sponsor requirements are met.

• Ensure all stock onsite is stacked safely (not likely to fall) in accordance with the Bar safety management plan and is countable (each product and quantity must be easily identifiable) as per the stock handbook.

• Organise any usable loose stock (anything that can be sold onsite) from the kit artic; move to relevant bars and prioritise so it is sold first to reduce loose to forthcoming events and reduce One Circles stock holding.

• Ensure fruit, cups, ice and gas are distributed correctly to all required bars - according to the distribution plans which can be found on the stock planner.

• Organise the timely delivery of all third-party bar’s (not a One Circle bar) pre-ordered stock and any requested top-ups to ensure they can deliver their operation on time.

• Recording all third-party deliveries on transfer slips (in duplicate - 1 for one circle and 1 for the third-party authorised rep) as well as on the stock planner to ensure recharges post event are accurate.

• Work with the EM to assign and communicate stock team roles and shift times for the event to ensure all bars are covered with correct staff at correct times.

• Ensure daily stock counts are completed and inputted into the stock planner to ensure any miscounts can be rectified and also to enable review of live stock holdings to identify any shortages

• Ensure all bars are fully set-up (stock, cups, fruit and ice required - on the bars) so bars can open without delay

• Monitor onsite stock levels as well as cups, fruit, ice, gas and lunch packs. Identify shortages and top up requirements and communicate these to the Stock Planner and Event Manager to ensure replacement stock can be sourced

• Ensure that all fridges and artic’s are locked and secured  any time they are not in use and ensure all stock is securely away overnight to prevent theft.

• Ensure all temperature checks are completed and forms are filled in accordingly to ensure compliance with the Bar safety management plan and food hygiene standards.Any issues here are to be escalated to the EM to ensure the necessary arrangements can be made to meet compliance.

• Alongside the EM, ensure all plant is collected and returned to the correct place daily and at the beginning and the end of the event to ensure all keys and plant can be secured.

• Maintain a minimal level of loose stock throughout the event (non-returnable stock; open/damaged cases, individual cans/bottles, unsealed bottles of spirits and certain wines) to prevent a high holding stock moving to further events.

• Once the event is closed; manage the movement of stock to the correct locations for collection e.g. specific supplier artic’s (adding anything un-returnable to the loose stock) to ensure suppliers can collect their stock in a timely fashion.

• Ensure all stock returns are counted, agreed with the supplier (if possible) and entered into the stock planner to prevent any queries or returned stock from suppliers and the event can be reconciled on time.

• Ensure fridges are empty and keys are returned to the relevant supplier to avoid unnecessary charges.

• Organise all loose stock before counting, palletising, wrapping and loading onto the kit truck (ensuring that stock which can be sold at the next event is the most accessible) in line with the Stock handbook.

The role of the Stock Operations Manager is to help the Stock Operations Lead ensure all tasks are complete and to manage these tasks when the Stock Operations Lead is otherwise preoccupied. The Stock Operations Manager may have to also act as Bar Stock Manager (assigned to a bar).

Key Responsibilities

• Liaise with the Stock Operations Lead on pre-event/ build day tasks to ensure the stock operation is on target for deadlines

• Head up the distribution of stock, cups, fruit, gas and ice to ensure all bars have the necessary stock to open and any sponsor requirements are met.

• Assist the Stock Operations Lead in conducting a ‘menu audit’, a check to confirm all fridges and artics have correct stock as per menus to prevent any unnecessary stock movements on live days and ensure any sponsor requirements are met.

• Assist the Stock Operations Lead to ensure all stock onsite is stacked safely (not likely to fall) in accordance with the Bar Safety Management plan and is countable (each product and quantity is easily identifiable) as per the stock handbook.

• Accept delivery and organise the distribution of staff lunches and snacks (distribution plans are to be produced by the EM) to ensure all bars have appropriate levels for staff breaks and to ensure we meet our welfare standards

• Help the Stock Operations Lead ensure that all bars are fully set-up (stock, cups, fruit and ice required - on the bars) and ready to open on-time.

• Assist the Stock Operations Lead with any data entry required to ensure they can review live stock numbers and ensure all stock planner requirements are met.

• Alongside the Stock Operations Lead, maintain a minimal level of loose stock throughout the event to prevent a high holding stock moving to further events.

• Manage ALL movement of stock between bars, ensuring all transfers are recorded on transfer slips which are then to be given to the Stock Operations Lead. This is to ensure any miscounts can be rectified and also to enable review of live stock holdings to identify any shortages.

• Ensure any damages/ breakages are reported to the Stock Operations Lead (i.e. a case of vodka is dropped and the bottles are smashed) so they can be recorded on the wastage line or reported as a damaged delivery.

• Ensure all stock-related paperwork including; delivery notes, stock count sheets and transfer slips are on Asana in a timely fashion to ensure the Stock Planners can cross reference deliveries against data in the Stock Planner document to ensure they match and can be signed off with suppliers.

• Oversee the opening/ closing of the bars including counts, movement of stock from the stock storage area to the bar to ensure the bars open and close efficiently and all processes of the Stock Handbook are being followed.

• Assist in the distribution of stock count sheets to enable Bar Stock Managers to carry out bar opening/closing counts in a timely fashion.

• Once the event is closed; assist the Stock Operations Lead with managing the movement of stock to the correct locations for collection e.g. specific supplier artic (adding anything un-returnable to the loose stock) to ensure suppliers can collect their stock in a timely fashion.

Senior Bar Manager, who is responsible for the general bar operation (ensuring the bar is running efficiently, due diligence paperwork, complying with licensing policies including being a personal licence holder and overseeing all other bar managers). In the event of no other bar managers being present, the Senior Bar Manager should take on the responsibility of the BM role too.

Having a Personal License is a requirement for this role.

Key Repsonsibilities

• Managing the bar set-up to ensure it can deliver at Peak times to maximise revenue.

• Overseeing bar housekeeping to ensure all staff  have a safe work environment as per One Circles Health and Safety Policy.

• Checking you have all correct cups and equipment to ensure all drinks can be served in a timely manner and avoid long customer wait times

• Liaising with the stock manager to ensure all stock is present and where this needs to be on the bar to enable staff to deliver maximum revenue potential.

• Completing daily due diligence forms to ensure full compliance is met.

• Delivering thorough bar staff briefing using all the information collected from the Manager briefing to enable staff to feel confident in their role and also ensuring bar staff are signed off on all health and safety and licensing standards as per the Premises licence.

• Ensuring all bar roles are filled and are suitably trained on their duties (servers, MDU operators, back bar) so they can deliver during peak operational periods.

• Overseeing the static bar security ensuring they are carrying out their duties as per the Security Handbook.

• Communicating with Event Managers and Staffing Managers on staffing numbers and levels to ensure sufficient staffing levels are in place to deliver great customer service and maximise revenue.

• Assisting bar staff with any customer issues so they can be resolved in a friendly manner escalating to security when necessary to avoid conflict.

• Ensuring prevention of crime and disorder, public safety, the prevention of public nuisance and the protection of children from harm (ID checks, refusals etc are ways of managing that we are compliant with licensing objectives) as per the licensing objectives set out in the Licensing Act 2003 and One Circles Alcohol Management Plan.

• Making sure the bar closes when instructed to avoid any breaches of the licence or to reduce any unnecessary staffing costs.

• Looking after the general closing and cleaning of the bar to ensure it is closed in a timely manner and ready for service the following day.

• Assisting stock managers to condense all stock so they can perform their stock counts quickly and efficiently enabling Stock Operations Manager to receive their data quicker.

• Ensuring all final wastage has been recorded to enable a more accurate stock reconciliation.

• Ensuring any relevant paperwork is returned and completed to the relevant place ensuring the relevant event reporting can be delivered by the Event Manager