HUB Assistant

Vestavia Hills; Bessemer (AL); Hybrid; USD 34,000 - 42,000; Full time

Job summary

Grace Klein Community in Bessemer, AL seeks a HUB Assistant to support the FeedBHM Bessemer team. The role is full-time and requires strong organizational and administrative skills in a mission‑driven setting.

Primary duties include coordinating volunteers, managing records, and assisting with food donations. The position reports to the Program Coordinator, involves lifting up to 50 lbs, and offers a 90‑day probation with two weeks of accrued vacation.

Qualifications

• Excellent organizational and communication skills.
• Proficiency with Microsoft Office Suite (Word, Excel, Outlook) and Microsoft Teams.
• Experience in administrative or nonprofit settings preferred.
• Comfortable lifting 30-50 lbs.
• Regular Monday–Friday hours with some Saturday rotation; strong time management.

Responsibilities

• Provide administrative support and professional correspondence.
• Maintain records for volunteers, donors, and partner organizations.
• Coordinate volunteer sign-in, orientation, and large service teams.
• Assist with food donation intake, weighing, and logging.
• Track inventory and assist in office and facility upkeep.
• Support event logistics and communications.

Skills

Org skills

Communication

MS Office

Teams

Confidentiality

Tools

Microsoft Office Suite

Microsoft Teams

Job description

A full-time, hourly-paid position, with 2 weeks of accrued vacation.40 hours per week, with a 90-day probationary period.Location address: 2701 Morgan Rd, Bessemer, AL 35022 Our most important function is as a ministry. People come first. No matter what task is at hand, we do everything in our power to make a place for everyone. We stop and listen, we pray, and we help encourage gifts, skills, and purpose. We foster relationships with people where they are, whether in abundance or crisis.Our vision reflects the basics of the early church: “We all have a need; we all have something to give. If we all share what we have, we all have what we need.”Grace Klein Community ? Website3/25/26, 1:29 PM HUB Assistant - Grace Klein Communityhttps://gracekleincommunity.com/job/hub-assistant/ 1/6Position SummaryWe are seeking a highly organized and proactive HUB Assistant to support ourFeedBHM Bessemer team. The role is ideal for someone who thrives in a fast-paced,mission-driven environment, is detail-oriented, and excels in both written andadministrative tasks.Primary Responsibilities (including but notlimited to)Administrative SupportAnswer phone calls, respond to emails, and manage correspondence withprofessionalism and care.Maintain accurate and updated records for volunteers, donors, and partnerorganizations.Prepare documentation, reports, spreadsheets, and forms as required.Organize and archive physical and digital files, including volunteer waivers, donationreceipts, equipment logs, and vehicle records.Maintain communication with the Program Coordinator and Area HUB Coordinatorfor administrative needs, questions, and overall operational support.Volunteer Coordination SupportAssist with volunteer sign-in processes and waiver form collection.Support volunteer orientation processes.Assist in coordinating large serve teams alongside the Volunteer and Serve TeamAssistant.Food Donation and Intake SupportAssist with receiving and inspecting food donations for safety and quality, equippingvolunteers and staff with clear instructions to assist in the process.Assist with the loading and unloading of food donations.Assist with accurately weighing and logging incoming food donations in accordancewith FeedBHM tracking procedures, while actively engaging volunteers in theprocess and ensuring on-site staff are equipped with the knowledge and tools toperform and support the task. Proactively manage incoming food requests daily, maintaining clear and effectivcommunication with the FeedBHM Hoover HUB to coordinate and meet requestsrequiring support or collaboration between both locations.Support the organization’s mission to reduce food waste by preserving food past thepoint of human consumption through appropriate preservation methods, equippingvolunteers with the necessary tools and instructions to carry out the process, andensuring supporting staff are knowledgeable and prepared to assist or lead.Support documentation of food rescue efforts, including item weight logging anddatabase entry.Follow and promote safe food handling practices daily.Facility, Office, & Inventory SupportAssist with inventory tracking of supplies needed for donation sorting, storage, andpacking, while also keeping track of basic items needed for operations at theBessemer HUB and office, such as cleaning supplies, paper products, toiletries,pallet wrap, resource flyers, and other essential items, to ensure smooth dailyoperations.Assist with organizing, tracking, and stewarding food inventory with accuracy andattention to detail.Monitor partner needs and coordinate pickup/pull schedules with efficiency.Practice strong time management and multitasking skills (ex. eating while working).Assist with organizing and maintaining the order of donation pallets, includingrelocating them as needed and determining the most effective way to arrange itemswhen new pallets arrive.Support the upkeep of the outside property, including the compost area, pallets,watermelon bins, farmer food section, and dumpster area, through volunteer andstaff support.Support for Special Events & Daily OperationsAssist in coordinating logistics for special drive-thru events.Assist in preparing printouts, signage, and supplies for Grace Klein Communityevents and outreach efforts at FeedBHM Bessemer.Assist in the communication of closures and key updates via group messages andemail.3/25/26, 1:29 PM HUB Assistant - Grace Klein Communityhttps://gracekleincommunity.com/job/hub-assistant/ 3/6Assist in providing content needed to promote special drive-thru events.Assist with long-distance runs, including trips to Decatur, GA, and other locations asneeded, as well as pulling trailers when required.Work Environment & MaintenanceAll staff are responsible for the cleanliness and upkeep of their immediate workspace.This includes, but is not limited to:Basic daily tidying and organizationRegularly taking out trash and recyclablesEnsuring shared equipment and common areas are left clean after useReporting any maintenance or sanitation concerns promptlyMaintaining a clean and safe environment is essential to our collective well-beingand reflects our commitment to stewardship and respect for shared spaces.Ensure all areas are tidy and presentable for staff, guests, and volunteers.Additional ExpectationsBe a welcoming and calm presence to all who interact with the organization.Support conflict resolution processes with grace and discretion.Be willing to pray, listen, and refer individuals appropriately as situations arise.Foster an environment of dignity, respect, and teamwork.Foster a “no work is beneath me” mentality.Reflect the ministry values in both speech and conduct.Skills and QualificationsExcellent organizational and communication skillsProficiency with Microsoft Office Suite (Word, Excel, Outlook) and Microsoft TeamsAdaptability and resourcefulness in a fast-paced, community-oriented environmentCommitment to confidentiality, compassion, and ministry valuesPrior administrative or nonprofit experience preferredMust be comfortable lifting an average weight of 30-50lbs or more at times.Willingness to learn to operate bobcats and other in-house equipmentNotesRegular working hours are Monday through Friday, 8:30 AM to 5:00 PM. Flexibility isexpected in responding to unforeseen circumstances, including occasional Saturdaywork as needed.Flexibility may be required for events, special projects, or peak service days.The employee will participate in a rotational schedule for Saturday serve teams. Theemployee can secure extra hours to lead serve teams on Saturdays, or time can beadjusted ahead of time, pending supervisor approval.Hours are to be recorded on Isolved daily and confirmed at the end of the day everyTuesday. Time off is requested on the same platform.Payroll is via direct deposit and paid weekly.The position reports to the Program Coordinator.Application Process:Interested candidates should submit a resume and cover letter outlining theirqualifications and interest in the position to Natalie King [e-mail]. Please include “HUB Assistant – Job Application” in the subject line of your email.Apply by EmailAdditional Postings available from Grace Klein Community