Description:
The Food and Resource Service Coordinator is responsible for the daily operation of the DuPagePads kitchen, food pantry, and Resource Room 118, ensuring that food is received, stored, prepared, and distributed safely and efficiently while maintaining a welcoming environment for clients and volunteers. This position coordinates volunteers, manages food inventory, oversees compliance with food safety regulations, and collaborates with staff and community partners to ensure clients have consistent access to nutritious food resources. Success in this position is driven by strong organizational skills, effective volunteer leadership, excellent inventory management, and a commitment to providing dignified service while supporting the mission and Trauma-Informed practices of DuPagePads.
Requirements:Responsibilities
(to be performed with or without reasonable accommodation)
1. Operates within DuPagePads Mission & Values
- Operates within the DuPagePads Core Values, supporting care in accordance with the Trauma-Informed Policy and Practices of the Agency.
- Demonstrates professionalism, compassion, and respect in all interactions with clients, volunteers, donors, and staff.
- Maintains confidentiality regarding client information and agency operations.
2. Kitchen & Pantry Operations
- Coordinate all daily operations of the kitchen, pantry, and Resource Room 118 during meal preparation and food distribution.
- Ensure kitchen, pantry, and storage areas remain clean, organized, safe, and welcoming.
- Maintain clear walkways and safe storage of food, boxes, and supplies to minimize safety hazards.
- Assist with receiving and distributing food deliveries, including Factor meals, grocery donations, food bank deliveries, and other donated items.
- Coordinate food distribution to clients while maintaining dignity, efficiency, and consistency.
- Support special food distributions, seasonal programs, and emergency food assistance as assigned.
3. Food Inventory & Supply Management
- Receive, inspect, and properly store all donated and purchased food items according to food safety standards.
- Process all food donations immediately according to priority, ensuring refrigerated and frozen items are stored promptly.
- Inspect food for expiration dates, damaged packaging, mold, contamination, pest damage, or spoilage and properly discard compromised items.
- Maintain accurate food inventory utilizing First In, First Out (FIFO) inventory rotation.
- Monitor inventory levels and communicate supply shortages to the supervisor.
- Organize pantry shelving, refrigerators, freezers, and storage rooms for maximum efficiency and accessibility.
- Perform regular inspections of refrigeration and storage equipment and immediately report maintenance concerns or equipment failures.
- Assist with inventory counts and maintain accurate inventory records.
4. Volunteer Coordination
- Coordinate daily volunteer assignments and ensure volunteers have meaningful, productive work throughout each shift.
- Supervise volunteers performing food sorting, donation processing, pantry stocking, meal preparation support, community refrigerator stocking, packaging donated food items, and cleaning.
- Provide orientation and ongoing training regarding kitchen procedures, food safety, sanitation, and appropriate client interactions.
- Train all new meal service groups on proper kitchen equipment operation, including oven use and food safety expectations.
- Support and assist volunteers during meal preparation and meal service while ensuring compliance with sanitation requirements.
- Foster a welcoming volunteer environment that promotes engagement, teamwork, and retention.
5. Food Safety & Regulatory Compliance
- Ensure compliance with all applicable local, state, and federal food safety regulations.
- Monitor volunteers to ensure proper food handling, preparation, sanitation, and cleaning procedures are consistently followed.
- Maintain sanitation standards throughout all food handling and storage areas.
- Conduct routine inspections of refrigeration, freezer, and storage equipment and report concerns immediately.
- Ensure kitchen and pantry operations remain inspection-ready at all times.
6. Documentation & Reporting
- Maintain accurate records of:
- Volunteer hours and participation
- Kitchen usage
- Meals served
- Pantry distributions
- Giving Circle distributions
- Food inventory
- Food waste and discarded items
- Submit weekly reports to the supervisor.
- Assist with data collection for grants, reporting requirements, and program evaluation.
7. Collaboration & Continuous Improvement
- Collaborate with Program staff, Facilities, Volunteer Services, and community partners to support food distribution operations.
- Identify opportunities to improve pantry efficiency, food utilization, volunteer engagement, and client experience.
- Participate in agency meetings and trainings as assigned.
- Other duties as assigned.
Performance Expectations
Success in this position will be measured by the employee's ability to:
- Maintain accurate food inventory with minimal product loss due to expiration or spoilage.
- Ensure pantry and kitchen operations remain compliant with all food safety regulations and agency standards.
- Maintain kitchen, pantry, refrigerators, freezers, and storage areas in a clean, organized, inspection-ready condition.
- Successfully coordinate volunteers to ensure efficient daily operations and positive volunteer experiences.
- Complete required reports accurately and on time.
- Maintain adequate inventory levels while minimizing food waste.
- Ensure food donations are processed promptly and distributed efficiently.
- Foster a welcoming, respectful environment for clients, volunteers, donors, and staff.
- Identify process improvements that increase operational efficiency and client service.
Knowledge, Skills and Abilities
- Knowledge of food safety regulations, sanitation practices, inventory management, and proper food storage techniques.
- Strong organizational and time management skills.
- Ability to supervise and motivate volunteers with varying levels of experience.
- Excellent communication and interpersonal skills.
- Strong attention to detail and recordkeeping abilities.
- Ability to prioritize multiple responsibilities in a fast-paced environment.
- Ability to solve problems independently and make sound decisions.
- Proficiency with Microsoft Office and basic computer systems.
- Ability to maintain positive working relationships with clients, volunteers, staff, and community partners.
- Commitment to serving individuals experiencing homelessness with dignity, compassion, and respect.
Minimum Qualifications
- Must embrace, support, and reflect the DuPagePads mission and values through professional responsibilities and behavior at all times.
- High school diploma or GED required.
- Two years of experience in food service, pantry operations, warehouse operations, inventory management, volunteer coordination, or a related field.
- Knowledge of safe food handling and sanitation practices.
- Ability to maintain accurate documentation and records.
- Ability to work independently while exercising sound judgment.
Preferred Qualifications
- ServSafe Food Protection Manager Certification (or ability to obtain within six months of hire).
- Experience coordinating volunteers in a nonprofit setting.
- Experience managing food pantry or commercial kitchen operations.
- Experience working with vulnerable populations using Trauma-Informed Care principles.
- Bilingual (English/Spanish) preferred.
- Experience using inventory management or database systems.
- Forklift or pallet jack experience (if applicable).
Other
- Ability to lift and carry up to 50 pounds regularly.
- Ability to stand, bend, reach, push, pull, and walk for extended periods.
- Ability to work in refrigerated and freezer storage areas.
- Valid Illinois Driver's License and reliable transportation.
- Ability to work occasional evenings, weekends, and holidays as needed.
- Successful completion of required background checks.
