Bar Coordinator, Art of the Spirits

General Responsibilities:

The number one priority of all Special Events Department personnel is the safety of staff and guests and the protection of the Museum’s artwork, collections, and facilities.

The Bar Coordinator supports the Beverage Manager in coordinating and executing beverage operations for Museum events. Responsibilities include inventory control, event preparation, contract staff coordination, operational documentation, and compliance with applicable alcohol service requirements.

Working collaboratively with the Special Events team, the position helps ensure efficient operations, accurate financial reporting, and a consistent standard of hospitality across Museum events.

The position supports internal and external events at the Museum’s various locations, including Bayou Bend, Rienzi, and the Glassell School of Art. The Bar Coordinator reports directly to the Beverage Manager and works collaboratively with the Special Events team to support beverage operations across Museum properties. The position operates under the overall departmental leadership of the Head of Special Events.

The Bar Coordinator’s primary responsibilities include:

Art of the Spirits Operations and Beverage Control

• Assist the Beverage Manager with managing beverage inventory for Art of the Spirits (AOTS), including receiving, organizing, issuing, tracking, and reconciling stock.
• Maintain accurate inventory records and assist with regular physical inventory counts to ensure appropriate stock levels and established inventory controls.
• Issue beverage stock to event personnel and reconcile returned inventory following events.
• Maintain beverage storage areas, equipment, and the AOTS satellite office in a clean, organized, and operationally ready condition.
• Monitor beverage supplies and equipment, identify shortages or maintenance needs, and communicate concerns to the Beverage Manager.
• Maintain accurate records of beverage consumption, spillage, waste, and inventory variances in accordance with departmental procedures and applicable regulations.
• Prepare beverage inventory, consumption, cost, and event reconciliation reports to support management's review of event profitability and operational efficiency.
• Assist with updating beverage menus, inventory information, and point-of-sale systems, including Square.

Event Preparation and Coordination

• Participate in weekly Special Events meetings to remain informed of upcoming events, operational requirements, and departmental priorities.
• Coordinate with the Beverage Manager and Special Events staff to prepare beverage service requirements for internal and external events.
• Prepare and distribute event-related documentation, including beverage sheets, needs sheets, bar menus, inventory records, and applicable billing paperwork.
• Assist with determining beverage inventory, equipment, and staffing requirements based on event specifications and anticipated attendance.
• Coordinate beverage setup and breakdown activities, ensuring established service standards and operational procedures are followed.
• Provide on-site operational support during events, including addressing routine service needs and communicating concerns requiring management attention.
• Complete post-event beverage consumption and inventory reconciliation reports accurately and promptly.
• Assist with Friday Happy Hour and other Museum programs, working collaboratively with the Beverage Manager and Head of Special Events to maintain established event standards.

Contract Staff Coordination and Training

• Assist the Beverage Manager with coordinating staffing requests, schedules, and assignments for contract beverage service personnel.
• Communicate event requirements, service expectations, and operational procedures to assigned contract staff.
• Provide on-site operational direction during event preparation, service, and breakdown.
• Assist with reviewing and distributing contract staff timesheets and related documentation in accordance with departmental procedures.
• Support the development and maintenance of training materials, operational guides, and service procedures for contract staff.
• Serve as a primary point of contact for coordinating quarterly contract staff training sessions.
• Assist with providing training and operational guidance to Museum personnel involved in beverage service and bar setup.
• Identify staffing or service concerns and communicate them to the Beverage Manager for appropriate follow-up.

Regulatory Compliance and Operational Standards

• Follow all applicable Texas Alcoholic Beverage Commission (TABC) requirements and Museum policies governing alcoholic beverage operations.
• Assist the Beverage Manager with maintaining documentation necessary to support AOTS licensing, permitting, and regulatory compliance.
• Ensure beverage service activities follow established procedures for responsible alcohol service, inventory accountability, and guest safety.
• Maintain appropriate operational records and promptly communicate potential compliance concerns to the Beverage Manager.
• Support the Museum's commitment to protecting artwork, collections, facilities, staff, and guests throughout event operations.

Skills, Knowledge, and Abilities

• Strong organizational skills, attention to detail, and the ability to manage multiple assignments and competing priorities.
• Ability to work independently, exercise sound judgment, and recognize when management guidance or intervention is necessary.
• Knowledge of hospitality, catering, beverage service, or special event operations.
• Ability to maintain accurate inventory records, reconcile beverage consumption, and prepare operational and financial reports.
• Proficiency in Microsoft Office applications, particularly Excel, and the ability to learn and effectively use point-of-sale and inventory management systems.
• Strong written and verbal communication skills, with the ability to interact professionally with Museum personnel, event hosts, vendors, contract staff, and guests.
• Ability to coordinate event activities and provide clear operational instructions and guidance to temporary or contract personnel.
• Ability to respond effectively to changing event requirements, resolve routine operational challenges, and maintain established service standards.
• Familiarity with beverage products, including wine, beer, spirits, and nonalcoholic beverages, preferred.
• Understanding of responsible alcohol service practices and applicable regulatory requirements.
• Commitment to providing a welcoming, professional, and consistent guest experience.
• Ability to work collaboratively in an environment where the safety of people and protection of artwork, collections, and Museum facilities are essential priorities.
• Flexibility to work irregular schedules, including evenings, weekends, and occasional holidays, as required by Museum events.

Education and Experience

• Minimum of two (2) years of experience in hospitality, food and beverage operations, catering, special events, or a related field required.
• Associate's or bachelor's degree in Hospitality Management, Food and Beverage Management, Event Management, Business Administration, or a related field preferred. An equivalent combination of education, training, and relevant experience will be considered.
• Experience with beverage inventory management, event preparation, operational recordkeeping, or financial reconciliation preferred.
• Experience coordinating, training, or providing operational direction to temporary, contract, or event service personnel preferred.
• Familiarity with point-of-sale systems, beverage service equipment, and standard hospitality operating procedures preferred.
• Current TABC seller-server certification required before performing alcohol service duties.

Working Conditions and Physical Demands

The Museum of Fine Arts, Houston, is a multifaceted cultural institution comprising multiple gallery buildings, a sculpture garden, two art schools, dining facilities, and historic house museums. The Museum presents a wide range of exhibitions, educational programs, public events, and private functions throughout the year.

The Bar Coordinator works in a variety of indoor and outdoor Museum environments, including event spaces, beverage storage areas, administrative offices, and other locations where Museum events are held. With or without reasonable accommodation, the individual selected must have the capacity to perform effectively all essential functions. In addition to the other demands mentioned, the demands of the job may or will include:

The position requires:

• Regular movement between event locations, storage areas, and service spaces.
• Extended periods of standing, walking, bending, reaching, and moving supplies or equipment during event preparation, service, and breakdown.
• Ability to lift (in tandem) and move materials weighing up to 50 pounds, with or without reasonable accommodation.
• Periods of computer use, administrative work, and detailed recordkeeping.
• Must have flexibility to work irregular hours, including evenings, weekends, and occasional holidays, based on event schedules.
• Occasional travel between Museum properties and event locations, as required.

Equal Opportunities for All

The Museum of Fine Arts, Houston (MFAH) is committed to attracting and retaining talented individuals who can contribute meaningfully to our mission and organizational excellence. We welcome all applicants whose skills, experience, and perspectives prepare them to succeed in this role and support the Museum’s work in serving a broad public.

MFAH is an equal opportunity employer. Employment decisions are made based on qualifications, merit, and business needs, and without regard to any characteristic protected by applicable federal, state, or local law. We are committed to fair and consistent employment practices and to maintaining a professional, respectful workplace for all employees.

We recognize that no candidate meets every qualification listed in a job description. If your background and experience align with many of the responsibilities and requirements of this position, we encourage you to apply.

MFAH is committed to ensuring equal access to employment opportunities. Qualified individuals with disabilities may request reasonable accommodations to participate in the application process, interview process, perform essential job functions, and access the benefits and all other privileges of employment. Requests for reasonable accommodation may be directed to the Human Resources Department at HR@mfah.org

Benefits:

The Museum of Fine Arts, Houston, offers an excellent benefits package that includes:

• Medical Insurance: Employee and dependent coverage through a choice of managed health care programs
• Dental Insurance: Employee and dependent coverage through two plan choices
• Vision Insurance: Employee and dependent coverage through a vision program
• Group health, dental and vision insurance coverage available and effective the first of the month following employment with the MFAH for this role.
• Life Insurance & AD&D: Employee coverage at no cost to the employee
• Long Term Disability: Employee coverage at no cost to the employee

The MFAH provides a generous schedule for time off under the following benefit categories:

• Paid Time Off - Used for absences from work such as vacation, illness of short duration, and personal reasons. Hours are accrued biweekly, based on employment status, length of service, and hours worked
• Reserve Time Off - Used for extended illnesses. Employees accrue up to 6 days per year, up to a maximum of 120 days
• Holidays - Full-time employees receive eleven paid holidays per year
• Volunteer Time Off - The MFAH supports activities that enhance and serve the communities in which we live and work. Employees receive up to 40 hours of paid time off annually to give back and volunteer.

Other Benefits

• Staff may contribute to the MFAH Retirement Savings Plan. Eligible staff contributing to the plan may receive up to a 5% matching contribution from the MFAH after one year of service. (We also recognize prior nonprofit service which will provide for an accelerated employer match!)
• Roth IRA also available!
• MFAH Membership – Staff receive a free Family-level membership
• Discounts – Staff receive discounts on purchases at the Museum shop and all on campus eateries and courses for you or your family at the Glassell School of Art.
• Metro commuter subsidy available upon request

Compensation:

Salary will be commensurate with the applicant's experience and the needs and requirements expressed in the job description. The MFAH has set the pay range for this job and level as a general guideline and not a guarantee of the compensation amount or salary. Additional factors considered in extending an offer include (but are not limited to) responsibilities of the job, education, experience, knowledge, skills, and abilities, the needs and requirements expressed in the job description, as well as internal equity, and alignment with market data, and any related regulations or other laws.

Application Procedure

Qualified applicants should apply online, which will be the most effective way to ensure consideration. Application materials should include:

• Cover letter
• Resume

If you prefer, a list of references will be accepted but not required at this early stage in the process. Applications or letters of interest sent via mail, fax, or direct email to a staff member will not ensure consideration.