Position Summary The Operations & Administrative Coordinator helps ensure the pantry operates efficiently, safely, and effectively. This individual will assist with client scheduling and communication, maintain accurate records, coordinate volunteers, monitor food inventory, support receiving and distribution activities, and help maintain an organized and welcoming facility. The ideal candidate is detail-oriented, comfortable working in a fast-paced nonprofit environment, and passionate about serving the community with dignity and respect. Key Responsibilities Administrative Operations Manage client appointments, scheduling, rescheduling, and follow-up communications. Maintain accurate client records, applications, and required documentation. Assist with data entry, reporting, spreadsheets, and database maintenance. Answer phone calls and emails from clients, volunteers, donors, and community partners. Prepare correspondence, announcements, reports, and other administrative materials. Maintain confidentiality of client information and follow organizational policies. Client Services Welcome clients and provide courteous, respectful assistance. Explain pantry procedures, shopping schedules, eligibility requirements, and program guidelines. Coordinate client shopping appointments and communicate schedule changes and closures. Assist with intake paperwork and ensure required forms are completed. Respond to client questions and concerns professionally, referring complex matters to pantry leadership. Food Inventory & Pantry Operations Assist with receiving, inspecting, sorting, organizing, and storing donated and purchased food. Monitor inventory, product dates, food rotation, and storage conditions. Maintain accurate records of incoming and distributed food, including weights and quantities when required. Assist with stocking shelves, organizing shopping areas, and preparing food for distribution. Follow food safety, sanitation, temperature-monitoring, and safe food-handling procedures. Help coordinate food pickups, deliveries, and other operational needs. Maintain a clean, organized, and safe pantry environment. Volunteer Coordination Assist with volunteer scheduling, attendance tracking, and communications. Welcome volunteers and provide instructions for assigned tasks. Help coordinate volunteer assignments based on daily needs. Maintain volunteer records and assist with onboarding documentation. Communicate schedule changes and upcoming volunteer opportunities. Donor & Community Support Record and maintain accurate donor and donation records. Assist with acknowledging food, financial, and in-kind donations. Support fundraising activities, community outreach, donor appreciation events, and special projects. Communicate with local businesses, schools, community organizations, and food bank partners. Assist with preparing materials for grant applications, board meetings, and organizational reports as assigned. General Responsibilities Communicate operational concerns and supply needs to pantry leadership. Follow established policies, procedures, and confidentiality standards. Assist with special projects and other duties as needed to support the pantry's mission. Qualifications Strong organizational and time-management skills. Excellent written and verbal communication skills. Proficiency with computers, email, spreadsheets, and word-processing programs. Ability to learn client management databases, scheduling platforms, and inventory systems. Strong attention to detail and accuracy. Ability to work independently and as part of a team. Compassionate and professional approach when working with individuals experiencing food insecurity. Ability to handle confidential information responsibly. Flexibility to manage changing priorities in a busy nonprofit environment. Reliable attendance and punctuality. Preferred Qualifications Experience in nonprofit administration, food pantry operations, customer service, inventory management, or social services. Experience coordinating volunteers or maintaining client and donor records. Familiarity with food safety and food distribution procedures. Physical Requirements Ability to perform both desk-based administrative work and hands-on pantry duties. Ability to stand, walk, bend, and move throughout the facility. Ability to lift and carry food boxes and supplies as required, with reasonable accommodations as applicable.

Pay:

$18.50 per hour Expected hours: 20.0 per week

Work Location:

In person