Events and Logistics Coordinator (Our Closet In Your Neighborhood)

Summary The Events and Logistics Coordinator plays a critical role in the successful planning, coordination, and delivery of Our Closet pop-up clothing shops throughout Philadelphia. This position is responsible for managing all aspects of pop-up operations, including event logistics, inventory preparation and transportation, volunteer coordination, shopper experience, community outreach, and partner engagement. The Events and Logistics Coordinator ensures that each pop-up shop provides a welcoming, organized, and dignified shopping experience for individuals and families accessing services. This position works closely with volunteers, host agencies, community partners, donors, and JFCS staff to support program operations, maximize community impact, and advance the mission of providing clothing and related resources to vulnerable populations. In addition to coordinating pop-up events, the Pop-Up Coordinator supports inventory management, prepares crisis and reentry clothing packages, maintains program records, and serves as a community ambassador for Our Closet and JFCS. Essential Duties And Responsibilities Events and Logistics Coordination and Operations Coordinate, prepare, and oversee assigned Our Closet pop-up clothing shops from planning through completion. Manage assigned event logistics, including assisting with scheduling, site coordination, inventory selection, transportation, setup, shopper flow, event breakdown, and preparing and distributing marketing and promotional materials to increase community awareness and participation. Coordinate event inventory needs with the Operations & Inventory Coordinator, including identifying the types and quantities of clothing needed for assigned events and assisting with inventory selection, packing, loading, and transportation to the event site. Serve as the primary on-site coordinator during pop-up events, ensuring smooth operations and a positive experience for shoppers, volunteers, and host partners. Collaborate with host agencies and community partners to ensure site readiness and successful event execution. Monitor shopper volume, inventory levels, and operational needs during events and make real-time adjustments as necessary. Ensure pop-up shops provide a welcoming, organized, safe, and dignified environment for all participants. Identify opportunities to improve the shopper experience and increase community impact. Inventory Preparation and Warehouse Operations Coordinate the selection, preparation, packing, transportation, and replenishment of inventory for pop-up events. Manage inventory operations, including receiving, sorting, organizing, storing, and distributing donated clothing and accessories. Prepare and organize merchandise to ensure pop-up shops are visually appealing, well-stocked, and aligned with program standards. Maintain accurate inventory records and assist with inventory tracking and reporting. Assist with loading, unloading, transporting, and organizing clothing, supplies, racks, and event equipment. Support warehouse organization and maintain a clean, safe, and efficient work environment. Volunteer Coordination and Engagement Recruit, schedule, and coordinate volunteers to support pop-up events, sorting projects, and special initiatives. Provide volunteer orientation, training, supervision, and ongoing support. Delegate volunteer assignments and oversee volunteer activities during pop-up shops and service projects. Foster a positive volunteer experience through effective communication, coaching, and recognition efforts. Lead volunteer sorting events and service projects, including occasional evenings and weekends. Community Outreach and Partnership Development Conduct outreach to social service agencies, schools, businesses, faith communities, and community organizations to promote Our Closet services and pop-up events. Develop and maintain relationships with host sites and community partners to support event scheduling and expansion opportunities. Represent Our Closet and JFCS professionally at community meetings, events, and outreach activities. Assist with identifying new host locations, referral partnerships, and community resources that enhance program impact. Support relationship-building efforts with donors, volunteers, community organizations, and stakeholders. Client Support Initiatives Prepare and coordinate the distribution of crisis clothing packages and reentry clothing packages for program participants. Collaborate with staff and community partners to address urgent clothing needs and special requests. Assist individuals accessing services in a respectful, compassionate, and client-centered manner. Connect participants with relevant community resources and wraparound services when appropriate. Data Tracking And Administrative Responsibilities Maintain accurate records related to pop-up events, shopper participation, volunteers, inventory, and program activities. Enter and manage data in agency databases, spreadsheets, and reporting systems. Collect and track program metrics, outcomes, surveys, and event data. Prepare reports and documentation as requested by program leadership. Respond promptly and professionally to inquiries from shoppers, volunteers, donors, and community partners. Maintain confidentiality of client, volunteer, donor, and agency information. Agency Participation Participate in Our Closet, JFCS, and community events as assigned. Adhere to agency policies, procedures, safety requirements, and applicable regulations. Perform other duties and special projects as assigned. Core Competencies Event Coordination and Customer Service Strong ability to plan, coordinate, and execute multiple events simultaneously. Commitment to providing an exceptional and dignified shopper experience. Ability to anticipate operational needs and resolve issues effectively in real time. Strong customer service skills and professionalism in all interactions. Communication and Relationship Building Excellent verbal, written, and interpersonal communication skills. Ability to build positive relationships with volunteers, shoppers, donors, community partners, host agencies, and colleagues. Strong presentation and outreach skills in community-facing settings. Organization and Accountability Exceptional organizational skills and attention to detail. Ability to manage competing priorities and meet deadlines in a fast-paced environment. Demonstrates initiative, dependability, accountability, and sound judgment. Maintains accurate records and documentation. Adaptability and Problem Solving Ability to work independently while collaborating effectively with others. Demonstrates flexibility and responsiveness to changing priorities. Strong problem-solving skills and ability to remain calm under pressure. Comfortable managing dynamic event environments and logistical challenges. Technology Proficiency Proficiency with Microsoft Office 365 applications including Outlook, Word, Excel, Teams, and SharePoint. Ability to learn and utilize agency databases, reporting systems, and volunteer management platforms. Experience using spreadsheets and digital tracking systems preferred. Qualifications And Requirements Education and Experience High school diploma or GED required. Associate degree or coursework in nonprofit management, event coordination, community engagement, human services, business, or a related field preferred. Minimum of two (2) years of successful work experience required. Experience coordinating events, volunteers, community outreach initiatives, customer service programs, or logistics operations strongly preferred. Experience working in a nonprofit, social services, retail, or community-based environment preferred. Background And Compliance Requirements Must successfully complete criminal, child abuse, and FBI clearances as required by agency policy. Must comply with all JFCS policies, procedures, safety standards, and confidentiality requirements. Transportation Requirements Must possess a valid driver's license, reliable transportation, and an acceptable driving record in accordance with JFCS driving policies. Must be able to transport materials and travel regularly between the Springfield warehouse, Philadelphia pop-up locations, Bala Cynwyd offices, Center City locations, and community partner sites. Physical Requirements Ability to lift, carry, push, and move boxes, clothing racks, and event supplies weighing up to 40 pounds. Ability to stand, walk, bend, and perform physical event setup and breakdown activities for extended periods. Ability to load and unload inventory and event materials as needed. Technology Requirements Must be comfortable utilizing computers, tablets, smartphones, agency databases, Microsoft 365 applications, and electronic communication systems. Schedule Requirements Must be able to maintain a flexible schedule to accommodate event and program needs. Occasional evening and weekend work is required to support pop-up shops, volunteer activities, community partnerships, and special events. Regular travel between program locations is required. Physical Requirements Frequently lift, carry, push, pull, move, and load donated clothing, event supplies, and materials weighing up to 40 pounds without assistance. Ability to bend, stoop, reach overhead, kneel, and perform repetitive movements. Ability to stand and walk for extended periods during warehouse activities, pop-up shops, events, and community programs. Ability to load and unload materials from vehicles. Ability to work in warehouse, office, and community-based environments. Reasonable accommodations may be made to enable qualified individuals with disabilities to perform the essential functions of the position. Equal Employment Opportunity Statement JFCS of Greater Philadelphia is an Equal Opportunity Employer and is committed to fostering a diverse, equitable, inclusive, and respectful workplace. Employment decisions are made without regard to race, color, religion, creed, sex, pregnancy, national origin, ancestry, age, disability, genetic information, veteran status, sexual orientation, gender identity or expression, marital status, or any other characteristic protected by applicable law. Acknowledgment This job description is intended to describe the general nature and level of work performed by individuals assigned to this position. It is not intended to be an exhaustive list of all duties, responsibilities, or qualifications. JFCS reserves the right to modify duties and responsibilities as operational needs require . #J-18808-Ljbffr Jewish Family and Children's Service of Greater Philadelphia