Assembly Coordinator

Brazos Valley Food Bank, Inc.; Bryan (TX); On-site; USD 10,000 - 60,000; Full time

Job summary

Brazos Valley Food Bank is seeking an Assembly Coordinator to manage food processing and volunteer activities. This role ensures efficient operation of the Volunteer Center, provides training for incoming volunteers, and oversees the organization of food assembly tasks to aid the community. Ideal candidates should possess strong leadership skills, commitment to service, and the ability to work in a fast-paced environment.

Qualifications

• Experience in volunteer management and coordination.
• Ability to communicate with diverse groups effectively.
• Supervisory experience is required.

Responsibilities

• Oversee food processing and volunteer training at the Volunteer Center.
• Coordinate activities for food sorting and assembly.
• Ensure compliance with food safety guidelines.

Skills

Leadership

Organizational Skills

Communication

Education

High School Diploma or equivalent

Tools

Microsoft Office Suite

Primarius

Volgistics

Job description

Assembly Coordinator Job Description

Facility: Brazos Valley Food Bank (BVFB)

Position Title: Assembly Coordinator

Pay: $18.00hr - $20.00hr

Reports To: Food & Friends Manager

Position: Full-time (40hrs week)

Department Name: Operations

Job Summary of the Assembly Coordinator:

The Assembly Coordinator, who oversees all food processing in the Volunteer Center, is responsible for the training and coordination of BVFB’s daily volunteer base in organizing food so that it can be distributed where needed. The Assembly Coordinator does this by ensuring that all Volunteer Center activities and tasks are completed in a safe and efficient manner, while also ensuring the volunteer experience is meaningful and educational to all who participate. Daily activities include preparing the Volunteer Center for upcoming activities, as well as completing product transformations in BVFB’s computerized inventory system, assessing Assembly Schedule for food production tasks and matching these opportunities with available volunteers. Barcode labeling of completed food products, quality controlling, proper tagging and placement of products in the warehouse using various equipment is necessary. Training and retaining volunteers is an important aspect of this job. This position requires someone with experience working with and communicating to diverse groups of people, who has strong follow-through, organizational skills, and attention to detail. The job requires high energy and enthusiasm, as well as the ability to physically push, pull, and lift food products. Evening and weekend hours required, although a set volunteer schedule will be developed by the Assembly Coordinator and Food & Friends Manager for after business hours.

Essential Job Functions of the Assembly Coordinator:

Volunteer Task Preparation/Set-Up/Clean-up

• Plan Volunteer Center schematic for optimized use of space and volunteer experience.
  • For food sorting
    • Ensure food sorting area is stocked
    • Food that needs to be sorted is brought in from warehouse or reclamation trailer, trash bins are empty, empty banana boxes are available, tape guns are filled, sanitizing solutions are mixed and available for volunteers, pens/scissors/labels are stocked, scale is calibrated, and pallets are ready for product storage
  • For Program food assemblies (Backpack, Senior Bags, Mobile Pantry Boxes, Screen and Intervene Boxes, Gotem Boxes, and Walk-in Boxes)
    • Staging tables, food products, bags & totes for storage, or boxes & tape, recycling bins, trash cans, and wooden pallets.
  • For Produce Bagging
    • Set up RePack Room for produce bagging and/or frozen assorted Retail Pick-Up Product sorting
    • Staging tables, pallets, produce bags, boxes, tote for recycling, empty trash bins and/or hopper for decayed produce and frozen products
    • Ensure volunteers have gloves, aprons, hair nets, closed toe shoes, no jewelry, and no exposed sores/scabs.
  • Regularly inventory Volunteer Center materials, such as boxes, watermelon bins, disposable gloves, ice bags, mesh bags for produce, sanitation solutions.
    • Communicate to FFM the needs of such items and alert when inventory is low

Volunteer Center

• Ensure cleanliness and safety of Food Sorting Area and Repack Room, based on Feeding America’s ServSafe for Food Banking guidelines, including daily disposal of food trash in the outside dumpster, sanitizing surfaces before and after use, sweeping/mopping floors, and removal of leftover food products from assemblies and proper inventory and storage.
• Ensure orderliness of cardboard storage area.
  • Ensure that accumulated cardboard is bailed in accordance with safety guidelines, on a daily basis.
  • Ensure food sorting area is stocked
  • Food that needs to be sorted is brought in from warehouse or reclamation trailer, trash bins are empty, empty banana boxes are available, tape guns are filled, sanitizing solutions are mixed and available for volunteers, pens/scissors/labels are stocked, scale is calibrated, and pallets are ready for product storage
• Work with warehouse staff to ensure areas of shared responsibilities are handled efficiently and effectively
  • compacting and bailing cardboard from warehouse, communicating mis-pulls or ‘extras’ from assemblies following proper procedures so that physical inventory is not affected.
  • Arrange products in Volunteer Center in a way to not impede forklift/pallet jack traffic, not block roll-up doors, ensuring they are closed and functioning properly, or put volunteers in the direct path of traffic.
  • Log food donations received in the lobby and volunteer center and turn in to the Inventory & Facility Manager for receipt into Primarius.
  • Log trash discarded from volunteer center and turn in to the Operations Director for removal from Primarius.
• Complete facility cleaning and monitoring checklist
  • Ensure AIB standards are met in accordance with guidelines and practices.
    • Monitor pest control devices (tin-cats, bug lights)
  • Clean interceptor regularly
  • Maintain cleanliness and organization in Volunteer Center Kiosk
    • Do not leave any open food or drink items to deter pests and spills.
  • Manage organization of storage closet, supply closet, eaches racks, dock, Volunteer Center waiting area.

Volunteer Training/Supervision (Individuals, Groups and Community Service Workers [CSW])

• Create and maintain a weekly schedule for food sorting, food assembly tasks (Backpack, Senior Bags, Family Boxes, Screen & Intervene [S&I] boxes, Project GotEM), produce sorting/bagging, etc. based on the Assembly Schedule and the volunteer schedule.
• Ensuring at least two weeks’ worth of inventory of assembled product at any given time is a requirement and the result of aligning daily tasks with the Assembly Schedule.
• Using Volgistics, check volunteers in and out for each shift, by means of providing daily QR code and/or inputting the information on the schedule.
  • Reconciliation of duties of each volunteer based on what task they signed up for and what task they were assigned.
• Train on a daily basis, using a combination of verbal, written, and demonstration of instructions (and/or video, if available), volunteer groups or one-on-one for individual volunteers

• Each training should include:
  • Overview of the mission and services of the Brazos Valley Food Bank (BVFB)
  • Impact volunteers have on helping the hungry in the Brazos Valley
  • Overview of The Volunteer Center (location of bathrooms, lockers, etc.)
  • Food Safety concerns – volunteers with illness, open wounds or sores, open toed shoes, no outside food or drink, etc.
  • Overview of processes, guidelines, steps and rules relevant to the task the volunteer or volunteer group is completing (i.e. recording trash weight, Best Use Dates, Recalls, baby food, etc.);
  • Safe lifting guidelines, proper use of pallet jack and pallet wrap
  • General warehouse/food safety rules (firearms, smoking)
  • Training particular to the task
    • Food Sorting
      • Oversee sanitization of products that are dirty or rusty
      • Acceptable food to save when sorting (dents, tears, labels missing, etc.)
      • Meaning of dates (best use vs expiration)
      • Meanings of categories
      • Target weights, food box weight protocols
      • Recalls to be mindful of
      • Proper handling of baby food
      • Quality controlling of completed pallets
    • Food Assemblies
      • Number of items that go into each bag/box
      • Proper order of filing bags/boxes
      • Number of bags/boxes per tote or pallet
      • Proper communication and problem solving when an item runs out
      • Quality controlling throughout the assemblies
    • Repack Room Re-Sorting
      • Table preparation (cleaning/sanitizing)
      • Proper produce to keep
      • Hygiene issues
      • Quality controlling process for repackaging

Product Transformation
Using BVFB’s inventory system, Primarius/P2:

• Generate pallet tags for completed pallets of food, bags or boxes
• Barcode Labeling
• Use barcoding software to generate and print labels for all transformed and completed pallets.
• Ensure barcodes reflect product type, category, weight, and transformation date.
• With proper equipment, rack transformed and tagged food items, utilizing First In, First Out (FIFO) and return frozen and refrigerated items to Cooler/Freezer area, upon completion of transformation.
• Transformation of:
  • Bulk food, once sorted and quality controlled into case quantities of food/non-food categories
  • Case item food now assembled into bags/boxes, changed to proper program category in Primarius
  • Food box orders from picked status to completion, transformed in P2, and moved to the WH to be available for distribution.
  • Pallets of unsorted frozen items, once categorized. Weigh, add handwritten and transform to various frozen categories
  • Bags of produce from bulk produce weight
  • Food/items that were discarded to “TRASH” in the system, following logging them and before taking them to the dumpsters.

Mobile Pantry

• With Agency Relations/Mobile Pantry Coordinator (ARMPC), co-run each Mobile Pantry in Madisonville, including gathering and loading needed supplies, including water, rain ponchos, etc. for volunteers
• Train all volunteers at the fairgrounds on the role they will play in distributing food and intake.
  • For Food Distribution -
    • Explain the distribution process
    • Explain Non-Discrimination policies (same amount to each household, regardless of protected class)
    • Explain food safety issues (no food on the ground, using gloves, no open toed shoes, etc.)
    • Explain number of boxes or bags of each items that goes to each household
  • For intake –
    • Recruit the number of volunteers needed to handle the anticipated number of Mobile Pantry visitors.
    • Work with ARMPC to ensure tasks are completed and process is followed.
  • Solicit feedback from volunteers
  • Work with volunteers to distribute food and pack up after the event is over
  • Record all volunteer names and hours in Volgistics upon return

Program Development Work

• Provide input to the Food & Friends Manager on volunteer needs.
• With the Food & Friends Manager, coordinate volunteer appreciation events (National Volunteer Appreciation Month, holidays, etc.)
• Oversee the Volunteer Leadership Program and maintain positive relations with individuals involved
• Special Events
• Assist with coordination of the Souper Bowl of Caring, the Big Event, etc. (annual events where community volunteer’s complete projects at the BVFB)
• Coordinate food sorting activities of volunteers for KBTX-TV’s annual Food for Families food drive and Summer Hunger Campaign.
• Plan, implement and host special volunteer events throughout the year (4 Sort-A-Thons and 4 themed events)
• Review all food sorting and food assembly processes, with the Food & Friends Manager, for inefficiencies, quality control points, etc.
• Development of new Volunteer Center activities that are age and ability appropriate that further the mission of BVFB

Social Media

• Take pictures of all volunteer activities, including candid working pictures and staged photos upon completion of tasks.
• Upload pictures, with descriptions of who is in the pictures, what they are doing, background information, into the shared drive for Development and Communication staff to upload.

Other Tasks

• Upon completion of hours, provide all CSWs with written proof of hours completed
• Handle any requests from the court to expunge volunteer records

• Track and promptly display recalls
• Communicate to Volunteer Leaders regarding BVFB closures, special events and additional volunteer opportunities

Staff Supervision

• Oversee a team of two to four Work Study students from Texas A&M University (Assembly Coordinator Assistants) during the fall, spring, and summer semesters.
  • Adhere to all University guidelines in regard to Work Study students;
  • Submit bi-weekly timesheets and any other reports including annual performance reviews to the Financial Aid Advisor with Texas A&M University in a timely manner;
  • Set each Work Study student’s work schedule based on his/her class schedule;
  • Ensure each Work Study student is trained on overall knowledge of BVFB, food safety, equipment safety, Civil Rights and warehouse equipment.
  • Complete annual evaluations for Work Study students who extend their placement for more than 1-year.
• When applicable, oversee internship participants
  • Develop Intern’s work schedule based on availability and the needs of BVFB.
  • Ensure each Intern is trained on overall knowledge of BVFB, food safety, equipment safety, Civil Rights and warehouse equipment.

Other

• Follow all BVFB written Policies & Procedures
• Update training materials and handouts on an on-going basis
• Proactively assist BVFB in adhering to State Health Department, AIB, Houston Food Bank and Feeding America standards
• Get approval from the Food & Friends Manager in advance of any financial expenditures
• Attend and come prepared for all supervision sessions with the Food & Friends Manager
• Attend and actively participate in All-Staff Quarterly scheduled staff meetings
• Communicate effectively, appropriately and in a timely fashion with the Food & Friends Manager
• Work with the Food & Friends Manager when updates are needed to the Volunteer Section of BVFB’s website
• Other duties as assigned by senior staff.

Position Qualifications:

Education, Experience, and Training

• Knowledge of hunger and poverty issues required
• Flexible schedule; ability to work evenings and some weekends, as needed
• Supervisory experience required
• Personal experience as a volunteer in some capacity greatly preferred
• Excellent written, oral, leadership, and interpersonal skills. In particular, the ability to understand and organize detailed information and to write about or talk extemporaneously on that information
• Past experience in developing and providing training
• Ability to work cooperatively under pressure with a diverse range of people and demonstrated ability to communicate tactfully with all members of society
• Ability to enforce rules fairly and consistently
• Ability to work collaborative across BVFB Departments (Distribution, Programs)
• Proven follow-through
• Ability to set priorities, identify goals and plan effectively
• Ability to juggle multiple projects with attention to detail and accuracy while adhering to deadlines in a high-energy, fast-paced environment
• Exercise good judgement and discretion; strong ethical character with firm boundaries
• Proficiency in Outlook, Word, PowerPoint, Excel and previous database software
• Ability to be certified in First Aid, CPR and Food Handling/Managing
• Must be able to pass criminal background check
• Current driver’s license and ability to use personal vehicle for BVFB business (mileage reimbursement for work travel). Some travel, for Mobile Food Pantries and professional development opportunities
• Possible overnight stays for conferences/trainings

Machines, Tools, Equipment and Materials used on job

• Telephone/Voicemail
• Computer/Printer/Copier/Scanner (Microsoft Office for Windows, MS Word, MS Excel, Internet, MS Outlook, Primarius, Volgistics and Canva)
• Must be willing to be certified in forklift operation (certification class provided)
• Must learn to use pallet jacks (electric and manual)
• Must be willing to be trained in and use a cardboard baler and trash hopper
• Other: pallet wrap dispenser

ADDITIONAL REQUIREMENTS WITH OR WITHOUT REASONABLE ACCOMODATION

• Ability to walk, stand, sit, kneel, push, stoop, reach above the shoulder, grasp, pull, bend repeatedly, identify colors, hear with aid, see, write, count, read, speak, analyze, alphabetize, lift and carry up to 50 lbs., perceive depth, operate a motor vehicle, and operate motor equipment.
• Conditions may include working inside, working outside, working alone, working protracted or irregular hours, and traveling by car, van, bus, and airplane.
• Equipment (machines, tools, devices) used in performing only the essential functions include computer and related equipment, calculator, copier, fax machine, telephone, and automobile.

BVFB is an Equal Opportunity Employer (EOE).

This job description may not be inclusive of all assigned duties, responsibilities, or aspects of the job described, and may be amended at anytime at the sole discretion of the Brazos Valley Food Bank.

The Brazos Valley Food Bank is an Equal Opportunity Employer (EOE).