Administrative Assistant - FDC

Campaign against hunger; New York (NY); On-site; USD 40,000 - 60,000; Full time

Job summary

TCAH seeks an organized Administrative Assistant to provide day-to-day support across the Food Distribution Center and all warehouse programs, including procurement, Cyber Pantry, CABS, mobile distributions, and partner distributions. The role aids program staff with documentation, data entry, order tracking, scheduling, communication, and reporting to ensure efficient warehouse operations.

Responsibilities include maintaining records, coordinating with program leads, preparing forms and

Qualifications

• High school diploma or equivalent required.
• 2–3 years of administrative support experience preferred.
• Experience with food distribution, warehouse operations, procurement, or nonprofit programs is desirable.
• Proficiency in Word, Excel, Outlook and shared-drive systems.
• Strong organizational skills with attention to detail and deadline management.
• Ability to handle confidential information discreetly.
• Experience with inventory databases (e.g., SmartChoice) is a plus.

Responsibilities

• Provide administrative support across warehouse programs including procurement, Cyber Pantry, CABS, mobile and partner distributions.
• Coordinate requests with program leads and maintain task and deadline trackers.
• Maintain accurate digital and physical records and organize program files.
• Prepare correspondence, forms, spreadsheets and other materials; support warehouse programs as needed.
• Assist with purchase orders, invoices, delivery receipts and related procurement records.
• Support order entry, tracking, schedules and documentation for Cyber Pantry and CABS.
• Maintain distribution calendars and partner records; collect and enter service data.
• Schedule meetings, prepare agendas and distribute notes; compile routine reports.
• Protect confidential client and program information and support compliance.

Skills

MS Word

Excel

Outlook

Data entry

Record keeping

Communication

Education

High school diploma

Tools

SmartChoice

Job description

Job SummaryTCAH seeks an organized, detail-oriented Administrative Assistant to provide day-to-day administrative support across the Food Distribution Center and all warehouse-based programs, including procurement, Cyber Pantry, CABS, mobile distributions, and partner food distributions. The position supports program staff with documentation, data entry, order tracking, scheduling, communication, reporting, and other administrative needs necessary for efficient warehouse and program operations.ResponsibilitiesAdministrative Support across Warehouse ProgramsProvide administrative support to procurement, Cyber Pantry, CABS, mobile distributions, partner distributions, and other programs operating through the warehouse.Coordinate administrative requests with program leads, maintain task and deadline trackers, and follow through on assigned work.Maintain accurate, organized digital and physical records, including shared-drive folders and program files.Prepare correspondence, forms, spreadsheets, and other materials; support additional warehouse programs as operational needs evolve.Procurement and Inventory DocumentationAssist with preparing and tracking purchase requests, purchase orders, vendor correspondence, invoices, delivery receipts, and related records.Enter and update purchasing, receiving, and inventory information as directed; help reconcile records against orders and deliveries.Flag shortages, discrepancies, missing documents, and outstanding items to the appropriate staff; organize supporting records for operations and finance review.Cyber Pantry and CABS SupportAssist with order entry, order tracking, distribution and delivery schedules, and program documentation.Record and communicate order changes, substitutions, missing items, delivery concerns, and other issues to designated program staff.Maintain inquiry and complaint logs, track follow-up actions, and escalate unresolved concerns.Compile service data and required reports while protecting confidential client and program information.Mobile and Partner Distribution SupportMaintain distribution calendars, partner confirmations, delivery schedules, and related communications.Prepare distribution lists, sign-in sheets, delivery documents, and other required materials; collect and enter service and distribution data.Maintain current partner records, Memoranda of Understanding (MOUs), site visit and inspection forms, photographs, and related documentation.Support administrative coordination for the United Food Hub Coalition and other warehouse partner activities.Communication, Meetings, and ReportingServe as an administrative point of contact for warehouse staff, program teams, vendors, and partners; route inquiries and track required follow-up.Schedule meetings, prepare agendas, record meeting notes, and distribute action items.Compile routine operational and program reports; review records for completeness and accuracy and follow up on missing information.Maintain trackers for outstanding documents, orders, requests, and action items; notify the supervisor of delays or unresolved issues affecting operations.Perform other administrative duties related to warehouse operations and food distribution programs as assigned.QualificationsEducation and ExperienceHigh school diploma or equivalent required.Minimum of two to three years of administrative support, data entry, or related experience.Experience supporting food distribution, warehouse operations, procurement, or nonprofit programs preferred.Required Skills and AbilitiesProficiency in Microsoft Word, Excel, Outlook, and shared-drive systems, including maintaining spreadsheets, sorting and filtering data, and preparing routine reports.Strong organizational skills and ability to manage requests, deadlines, and changing priorities across multiple programs.Accurate data entry and careful attention to detail in reviewing orders, records, and supporting documents.Clear written and verbal communication and professional interaction with staff, clients, vendors, and partners.Ability to handle confidential client, vendor, and organizational information with discretion.Ability to learn and use ordering, inventory, and program databases; experience with SmartChoice or comparable systems preferred.Ability to work independently, collaborate across teams, identify discrepancies, and follow assignments through to completion.Willingness to learn and follow applicable food safety procedures and organizational documentation practices.Preferred AttributesExperience maintaining purchasing records, partner documentation, order logs, or service reports.Dependability, sound judgment, responsiveness, and a collaborative approach.Commitment to TCAH’s mission and respectful service to diverse communities.