Pantry Operations Assistant Bilingual Spanish

Job Description

Job Description

Organization Overview:

The Pantry is the only weekly choice food pantry available to residents of the 21 northern Westchester communities we serve. It provides three in-person food distributions a week and bi-weekly home deliveries. Our staff and volunteers serve several hundred area households weekly. Our mission is nourishing our neighbors in need, and we envision a northern Westchester community where everyone has enough nutritious food and is empowered to thrive.

 

Position Overview:

The Operations & Facilities Coordinator is a vital, part-time staff member responsible for the hands-on execution of daily operations that power our high-volume food distributions. Reporting to the Director of Operations, this role ensures the Pantry remains a safe, sanitary, and efficient environment through diligent inventory management, facility sanitation, and supply tracking.

This position requires significant operational flexibility, including availability for early morning deliveries to receive and process incoming food. The Coordinator balances back-of-house logistics with front-of-house guest relations, facilitating a choice-model distribution rooted in dignity, respect, and compassion. Additionally, the Coordinator provides essential leadership and support to volunteers, ensuring that all food safety protocols—such as cold storage monitoring—are strictly maintained to support our mission of nourishing our neighbors in need.

 

Job Responsibilities:

Inventory Assistance

● Receive and process deliveries and donations , including checking items for quality/accuracy, weighing donations, and scanning or recording invoices.

● Execute shelf stocking and sorting according to Pantry guidelines and established food safety standards.

● Implement inventory rotation using the First-In, First-Out (FIFO) method to ensure food freshness and minimize waste.

● Lead and perform weekly inventory counts to assist leadership in maintaining accurate stock levels.

● Regularly monitor cold storage temperatures to ensure all perishable items are stored safely and in compliance with food safety protocols.

Distribution & Guest Relations

● Coordinate session logistics , including the physical setup and breakdown of food distribution areas.

● Facilitate guest registration and provide direct assistance to guests, ensuring all interactions are handled with dignity and respect.

● Support specialized events , provide hands-on assistance for food distribution programming and community food drives as needed.

● Lead volunteer training and support within assigned areas of responsibility, ensuring volunteers are equipped to perform their tasks effectively and safely.

Waste & Facility Management

● Maintain facility organization by ensuring storage and distribution areas remain clean and orderly for a safe workspace.

● Oversee facility sanitation , including the cleaning and sanitizing of tabletops, shelves, and floors following all distributions and pantry activities to meet health standards.

● Manage cardboard recycling processes , including collecting, organizing, and moving boxes to the sidewalk for timely pickup and managing pallet returns.

● Monitor waste removal by taking out trash as necessary to keep containers accessible and the environment sanitary.

● Track and maintain inventory levels for essential operational supplies, including garbage bags, shopping bags, packing tape, and labels.

● Proactively generate supply order lists for leadership to ensure all necessary materials are replenished before stock is depleted, preventing interruptions to pantry operations.

General Operations & Support

• Adapt to shifting priorities by assisting with administrative, logistical, or distribution tasks as needed to ensure seamless delivery of food assistance.

• Participate in staff meetings and contribute to process improvements for Operational workflows.

• Provide "as needed" support for specialized events, remote distributions, or community outreach programs.

  Requirements/Qualifications:

Experience & Skills

● Operational Reliability: Proven dependability and punctuality, with the flexibility to work early morning shifts for delivery intake and occasional weekends or evenings as needed.

● Leadership Ability: Experience leading or supporting small teams; must be comfortable training and directing volunteers to ensure safety and operational standards are met.

● Organizational Excellence: Strong attention to detail with the ability to track food inventory levels and manage supply needs (e.g., shopping bags, labels, tape) proactively.

● Interpersonal Communication: Exceptional communication skills to interact with a diverse community of guests, staff, and volunteers with dignity, respect, and compassion.

● Bilingual Proficiency: Fluency in English and Spanish is required to effectively facilitate guest registration and volunteer training in our diverse community.

Physical & Technical Requirements

● Physical Stamina: Ability to lift and move up to 50 lbs. and stand for extended periods (4+ hours) during high-volume distribution sessions.

● Technical Savvy: Proficiency with Google Workspace and Microsoft environments, comfort using or learning inventory, volunteer management software and email.

● Food Safety Knowledge: Familiarity with food safety protocols, including FIFO (First-In, First-Out) and temperature monitoring; ServSafe certification is a plus.

Legal & Mission Alignment

● Commitment to Mission: A deep passion for addressing food insecurity and a commitment to the Pantry’s vision of a community where everyone has the opportunity to thrive.

● Integrity: Must exercise legal and ethical integrity, always maintaining the privacy and dignity of all guests.

● Eligibility: Must be legally eligible to work in the United States.

 
Work Schedule:

This is a part-time position requiring approximately 21 hours per week . The core on-site hours are as follows:

• Tuesdays: 2:00 p.m. – 8:00 p.m.

• Wednesdays: 8:00 a.m. – 12:00 p.m. AND 3:00 p.m. – 8:00 p.m.

• Thursdays: 8:00 a.m. – 4:00 p.m. (Includes bi-weekly home delivery and inventory)

Schedule Notes & Flexibility:

• Early Morning Deliveries: This role requires flexibility for early morning starts (potentially earlier than 6:00 a.m.) to receive and process large-scale food deliveries as necessary.

• Evenings & Weekends: Occasional evening or weekend hours may be required to support specialized food distribution programming or community food drives.