Schedule:  Monday – Friday, 40 Hours / Week, occasional Saturday work.

Supervisor:  Director of Program & Partner Services 

Status:  Full-Time

Classification:  Exempt

Overview:  The Direct Distribution Coordinator plays a key role in the coordination and logistics of  Second Harvest’s direct distribution programs, including Mobile Pantries, Produce Pantries, Enablement Programs and Special Distribution Projects. The role involves project planning, relationship building, on-site management, and program oversight to ensure efficient and impactful food distribution within our four-county service area. Regular travel is required to support programs and foster strong partnerships. 

Specific Responsibilities:

Mobile Pantry Coordination:

• Build and maintain relationships with Mobile Pantry sites including, working closely with site coordinators and administrative staff, assessing and documenting site operational needs.
• Draft the annual Mobile Pantry distribution calendar in collaboration with Volunteer Relations & Operations team along with input from site coordinators. Maintain the internal Mobile Pantry calendar in Outlook and communicate information to External Affairs for digital events and document creation.
  
• Plan the menu for food pantry box kits and submit orders in Ceres (inventory system) for all Mobile Pantry programs to ensure timely workflow for order pulling and box packing. Work closely with the Food Resource Coordinator and Inventory Manager to identify food inventory to move quickly through Mobile Pantries. Solicit regular feedback from Volunteer Relations team on box kits.  
• Work closely with the Volunteer Engagement Coordinator to assess volunteer needs at each site to ensure sufficient volunteer support each site and support a positive volunteer experience. Collaborate with Volunteer Relations staff to identify new volunteer groups to support Mobile Pantry operations.
• Monitor and assess on-site Mobile Pantry conditions including monitoring weather conditions and initiative schedule changes or cancellations per Second Harvest’s Inclement Weather Policy. Contact local stakeholders, such as Police Departments in advance of distributions, if needed.  
• Ensure consistent communication with neighbors. This includes maintaining and growing the text message list, providing timely texts updates, distributing outreach materials such as flyers or surveys and providing information to Brand & Digital Manager for social media updates.
• Attend Mobile Pantry distributions each month, as needed, to provide on-site support and ensure smooth operations in all weather conditions.
• Proactively address partner and neighbor concerns in a friendly and professional manner with prompt follow-up. Escalate significant issues to the Director of Programs & Partner Services.  

Produce Pantry Coordination:

• Serve as the primary liaison for produce distribution sourced through Ohio’s Agricultural Clearance Program (OACP), USDA Local Food Purchasing Agreement (LFPA) program and The Emergency Food Assistance Program (TEFAP).
• Coordinate Produce Pantry planning, this includes scheduling meetings both internal and external, compiling information from partner charities for scheduling, household estimates & produce needs.  
• Create and maintain the annual produce pantry calendar with input from the Director of Operations, Food Resource Coordinator & Partner Charities. Update the Outlook calendar and Asana with pantry events, ensuring timely communication of changes to Partner Charities and the internal team.
• Communicate via email with Partner Charities ahead of Produce Pantries with reminders of delivery times and produce items and amounts to be delivered. 

Enablement Programs:

• Serve as the primary liaison for Partner Charities regarding Order Ahead. Expand the use of Order Ahead among Partner Charities and direct distribution channels, exploring opportunities with nontraditional partners.
• Train Partner Charities on order management, reporting requirements, and food safety best practices to optimize program participation. Provide timely on-going support and resolution of issues.
• Collaborate with Food Resource Coordinator to manage future implementation of Meal Connect. 

Direct Distribution, Special Projects:

• Coordinate the WIC Produce Box program, including setting the distribution calendar, scheduling deliveries, addressing feedback and concerns, and assessing impact.
• Lead the planning and execution of Thanksgiving Mobile Pantries, including setting meetings, creating detailed timelines, registration room schedules, site maps, and equipment lists.
• Coordinate other direct distribution special projects as needed.  

Equipment Management:

• Ensure safe operation of equipment and vehicles at all times.
• Maintain the cleanliness and organization of Mobile Pantry storage areas, vehicles, and technology.
• Ensure all distribution sites are equipped to operate safely and efficiently.
• Manage program-related supplies and equipment, placing orders as needed.
• Report repair or maintenance needs to Facility and Maintenance Coordinator. 

Reporting and Meeting Requirements:

• Work with the Partner Compliance Specialist to ensure all compliance requirements for programs are met. This includes biennial monitoring visits, annual MOUs and agreements, Background Check Agreements, Food Safety training, and Civil Rights Training.  
• Actively participate in Programs & Partner Services department meetings.
• Schedule & create agenda for bi-monthly Mobile Pantry team meetings, focusing on logistics, food variety and quantity, volunteer needs, and neighbor engagement.
• Schedule & create agenda for internal Produce Season coordination meetings with relevant staff from Programs & Partner Services and Operations departments.  
• Organize and lead the annual Produce Season training for Partner Charities.
• Create an assessment report on direct distribution program impact on a biannual basis. Provide feedback and recommendations for the continuous improvement to programs.
• Submit monthly statistics by the 10th of each month for all direct distribution programs.

General Responsibilities:

• Maintain a working knowledge of the Feeding America Partner Food Bank Agreement and the Ohio Department of Jobs and Family Services’ Food Programs Manual.  
• Ensure all food distribution complies with Feeding America, Good Manufacturing Practices, AIB, and Second Harvest standards.  
• Uphold the values and mission of Second Harvest at all times.
• Display courtesy and respect at all times to Second Harvest employees, volunteers, donors, member agencies, and the general public.
• Maintain confidentiality in all matters pertaining to Second Harvest.  
• Other duties as assigned. 

Qualifications:

• Excellent communications, planning, organizational and problem-solving skills.
• Proficiency in computer applications, including advanced knowledge of MS Office.
• Ability to work collaboratively with diverse groups and individuals.
• Valid Driver’s License. Must be insurable by company vehicle insurance provider.
• Physical ability to push, pull, lift, move, and carry up to 50 lbs.
• Flexibility to attend evening or weekend events as needed.
• Ability to thrive in a fast-paced environment with multifaceted demands 

Education /Training:

• Experience with pallet jacket (will train)
• CPR / First Aid / AED (will train)
• SERV Safe Food Safety Certification (will train)
• USDA Civil Rights Training (will train)

Physical Requirements and Working Conditions:

• Primarily a general office environment with regular regional travel. This position requires the ability to lift up to 50 pounds occasionally. Work in various outdoor temperatures with extreme heat or cold periodically is required.