Role Definition

PYA Concessions Coordinator

The Concessions Coordinator oversees the planning and operation of PYA concessions. This role focuses on safe food service, inventory control, volunteer scheduling, and consistent procedures so concessions run smoothly and support PYA financially.

Purpose Responsibilities Boundaries

Purpose of the Role

The Concessions Coordinator ensures concessions are run safely, efficiently, and consistently. The goal is to provide a positive experience for families while generating reliable fundraising revenue through organized staffing, inventory, and procedures.

Primary Responsibilities

1) Operations & Game-Day Readiness

Ensures concession stands are opened, stocked, and ready for scheduled games/events
Maintains standard opening/closing checklists and clear role assignments
Coordinates coverage for peak times, tournaments, and special events

2) Inventory, Ordering & Storage

Tracks inventory, manages reorders, and reduces shortages/overbuying
Organizes storage areas and ensures product rotation and cleanliness
Coordinates equipment and supply needs (cups, napkins, ice, etc.)

3) Volunteer Staffing & Training

Builds/maintains volunteer signups or staffing plans (as assigned by board policy)
Provides clear instructions for basic operation, safety, and customer service
Helps onboard new volunteers so procedures stay consistent

4) Cash Handling & POS Support

Supports consistent cash-handling procedures and end-of-shift reconciliation
Works with the Treasurer/board to align on deposits, reporting, and controls
Maintains basic POS readiness (supplies, troubleshooting path, contact list)

5) Menu, Pricing & Profitability

Recommends menu/pricing updates based on costs and demand (board approval required)
Helps reduce waste and improve efficiency without sacrificing quality
Tracks common issues (shortages, slow items, frequent requests) and reports trends

6) Safety, Cleanliness & Standards

Promotes safe food handling and clean workspaces
Ensures procedures are posted and easy for volunteers to follow
Reports facility or equipment issues (freezers, warmers, sinks, etc.) to the right lead

Role Boundaries

The Concessions Coordinator does not set overall financial policy, approve spending alone, or manage volunteer discipline outside established procedures. Purchases, pricing changes, and major operational decisions follow board policy and Treasurer/board approvals. The Concessions Coordinator focuses on running concessions consistently and escalating issues appropriately.