Operations Coordinator

The Outreach House; Lombard (IL); On-site; USD 21,000 - 30,000; Part time

Job summary

The Outreach House is seeking a detailed, proactive Operations Coordinator to support daily pantry operations, manage signage, supervise external vendors, and oversee refrigeration equipment maintenance. Responsibilities include overseeing daily pantry operations, signage updates, equipment cleaning, vendor supervision, and ensuring safe food handling and cold chain integrity.

This part-time role emphasizes health compliance, efficient processes, and collaboration with our Operations team to

Qualifications

• High school diploma or equivalent required; associate or bachelor’s degree in a related field is a plus.
• Strong organizational, problem-solving, and communication skills.
• Ability to work professionally, both independently and as part of a team.
• Capacity to manage multiple projects with attention to detail.
• Proficient in Google Suite and tech savvy in general.
• Bi-lingual in English and Spanish preferred.
• Valid drivers license and clean driving record, willingness to pick up donations from local stores and donors as needed.
• Ability to lift 50 pounds.
• Prior warehouse management experience would be a plus.
• Fork lift certification a plus, or willing to get licensed within 30 days of start date.
• Passion for serving the community and supporting our mission.

Responsibilities

• Own and oversee daily pantry operations, including food, diapers, and clothing services.
• Supervise maintenance of coolers/freezers including best practices for temperatures and food storage; maintain cleanliness of all equipment including daily temperature logs.
• Serve as the primary contact for the cleaning contractor to ensure proper facility maintenance.
• Maintain signage throughout facility relating to program information and guest assistance including brochures, business cards and other marketing materials.
• Identify inefficiencies and help implement simple, practical process improvements,
• Design and maintain recordkeeping for Northern Illinois Food Bank and National Diaper Bank Network orders.
• Ensure food safety, volunteer safety, and facility standards are followed. Maintain readiness for inspections and audits.
• Manage order fulfillment for the ‘Order Ahead’ program that includes printing customer lists, picking/packing orders, and order pick up.
• Collaborate with Volunteer Coordinator to create opportunities for volunteer groups and design appropriate tasks for larger volunteer parties.
• Supervise and manage donations received in person, and gifts received by mail.
• Foster strong working relationships and contribute to a safe, secure, and welcoming environment, ensuring guests experience The Outreach House’s mission of serving them with dignity and respect.
• Identify and resolve operational issues in real time, elevate to the Executive Director as needed.
• Attend staff meetings, required trainings, and major fundraising events.
• Partner with the Volunteer Coordinator to ensure clear shift setup standards, consistent volunteer expectations, and reliable cross shift handoffs.

Skills

Organizational skills

Problem-solving

Communication skills

Teamwork

Multitasking

Bilingual English/Spanish

Education

High school diploma or equivalent

Associate or bachelor’s degree preferred

Tools

Google Suite

Google Sheets

Database management tools

Job description

The Outreach House is looking for a detail-oriented, proactive, and motivated professional to join our team as an Operations Coordinator. This part-time role involves managing various administrative and operational tasks, including updating building signage, overseeing equipment cleaning and maintenance schedules, supervising external vendors, and ensuring the reliable operation of all refrigeration equipment. The Operations Coordinator will collaborate closely with our Operations team to maintain efficient daily operations while ensuring compliance with Health Department regulations, Northern Illinois Food Bank standards, and Food Safety Training requirements. The ideal candidate will be proficient in Google Suite, with experience in Google Sheets or other database management tools. By joining The Outreach House, you will play a vital role in supporting our mission to serve the community with dignity and respect.

Role Responsibilities

• Own and oversee daily pantry operations, including food, diapers, and clothing services.
• Supervise maintenance of coolers/freezers including best practices for temperatures and food storage; maintain cleanliness of all equipment including daily temperature logs.
• Serve as the primary contact for the cleaning contractor to ensure proper facility maintenance.
• Maintain signage throughout facility relating to program information and guest assistance including brochures, business cards and other marketing materials.
• Identify inefficiencies and help implement simple, practical process improvements,
• Design and maintain recordkeeping for Northern Illinois Food Bank and National Diaper Bank Network orders.
• Ensure food safety, volunteer safety, and facility standards are followed. Maintain readiness for inspections and audits.
• Manage order fulfillment for the ‘Order Ahead’ program that includes printing customer lists, picking/packing orders, and order pick up.
• Collaborate with Volunteer Coordinator to create opportunities for volunteer groups and design appropriate tasks for larger volunteer parties.
• Supervise and manage donations received in person, and gifts received by mail.
• Foster strong working relationships and contribute to a safe, secure, and welcoming environment, ensuring guests experience The Outreach House’s mission of serving them with dignity and respect.
• Identify and resolve operational issues in real time, elevate to the Executive Director as needed.
• Attend staff meetings, required trainings, and major fundraising events.
• Partner with the Volunteer Coordinator to ensure clear shift setup standards, consistent volunteer expectations, and reliable cross shift handoffs.

Qualifications & Requirements

• High school diploma or equivalent required; associate or bachelor’s degree in a related field is a plus.
• Strong organizational, problem-solving, and communication skills.
• Ability to work professionally, both independently and as part of a team.
• Capacity to manage multiple projects with attention to detail.
• Aptitude to remain open-minded to new work ideas and methods.
• Proficient in Google Suite and tech savvy in general.
• Bi-lingual in English and Spanish preferred.
• Valid drivers license and clean driving record, willingness to pick up donations from local stores and donors as needed.
• Ability to lift 50 pounds.
• Prior warehouse management experience would be a plus.
• Fork lift certification a plus, or willing to get licensed within 30 days of start date.
• Passion for serving the community and supporting our mission.

Hours of Operation:

The Outreach House serves our community Monday, Wednesday and Friday from 9 am - 12 pm, Wednesday evenings 5 pm - 7 pm, and Thursday afternoons 12 pm - 2 pm. There is also one Saturday morning shift required per month.

Compliance & Ethics Statement

This position requires adherence to all food safety regulations, operational policies, and ethical standards. The Operations Coordinator must ensure that all food handling and distribution comply with relevant guidelines and that the pantry maintains transparency and integrity in all activities.

Equal Opportunity Employer Statement

The Outreach House is an equal opportunity employer and values diversity in the workplace. We encourage applications from individuals of all backgrounds and are committed to creating an inclusive work environment.