PACE Operations Support Coordinator

Mountain Empire Older Citizens Inc; Big Stone Gap (VA); On-site; USD 36,000 - 39,000; Full time

Job summary

Mountain Empire Older Citizens Inc is seeking an Operations Support Coordinator to provide administrative and operational support for PACE nutrition services under the RD, and assist with meal preparation and distribution during lunch hours.

The role emphasizes maintaining accurate records, coordinating supplies, managing vendor relations, and ensuring compliance with safety and dietary requirements. Strong computer and organizational skills are essential for success.

Qualifications

• High school diploma or equivalent required.
• Strong computer, communication, organizational and record-keeping skills, including email, spreadsheets and agency software.
• Ability to read and interpret policies, procedures and dietary instructions; maintain accurate inventory and tracking records.
• Experience in administrative, purchasing, inventory or food service is preferred.

Responsibilities

• Coordinates initial orders, follow-up, demographic and diet order updates, renewals and terminations for home-delivered meals and supplements.
• Develops proposed menus consistent with dietary guidelines for RD review and approval.
• Communicates approved menus and changes to staff and participants.
• Maintains accurate inventory of food, beverages and supplies and reorders as needed.
• Enters purchase requisitions and coordinates discrepancies with vendors.
• Reviews vendor invoices for accuracy and processes payments.
• Maintains records of costs, shortages, credits, invoices and follow-up.
• Prepares participant meal cards reflecting current RD orders and allergies.
• Assists with meal preparation and service during lunch hour.
• Follows food safety requirements and reports concerns to RD.
• Verifies SDS are current and accessible.
• Performs additional administrative support for the organization as assigned.
• Maintains participant confidentiality and timely documentation per policies.

Skills

Computer skills

Communication

Organizational skills

Record-keeping

Email

Spreadsheets

Education

High school diploma or equivalent

Tools

Agency software

Email

Spreadsheets

Job description

If you are unable to complete this application due to a disability, contact this employer to ask for an accommodation or an alternative application process.

PACE Operations Support Coordinator

PACE Meals and Nutrition Full Time Technical Big Stone Gap, VA, US

3 days ago Requisition ID: 1207

Salary Range: $35,600.00 To $39,160.00 Annually

JOB SUMMARY: The Operations Support Coordinator performs administrative and operational support for PACE nutrition services under the direction of the Registered Dietitian (RD) and assists with meal preparation and distribution during the participant lunch hour. This position performs additional administrative and operational support functions for the overall organization. Maintains accurate records, coordinates supplies and vendor services, and supports efficient daily operations. Exhibits agency values in the workplace and in the community.

JOB RESPONSIBILITIES:

• Coordinates initial orders, follow-up, demographic and diet order updates, renewals, and termination requests for home-delivered meals (HDM), liquid nutrition (LQS), and other supplements according to RD orders and vendor-required timelines.
• Develops proposed menus consistent with established dietary guidelines and nutritional standards for RD review and approval.
• Communicates approved menus and menu changes to staff and participants.
• Maintains an accurate, accessible inventory of food, beverages, and paper products and reorders supplies as needed to maintain established par levels.
• Enters purchase requisitions, verifies receipt of complete and accurate orders, and coordinates resolution of discrepancies with vendors.
• Reviews vendor invoices for accuracy, resolves discrepancies, and submits verified invoices through the appropriate software for payment processing.
• Maintains current, accessible records of costs, shortages, credits, outstanding invoices, and related follow-up.
• Prepares and updates participant‑specific meal cards to reflect current RD orders, documented allergies, and approved dietary modifications.
• Assists the Kitchen Services Assistant with meal preparation, service, and distribution during the participant lunch hour.
• Follows food safety requirements and monitors assigned nutrition service activities for compliance, promptly reporting concerns to the RD.
• Verifies that Safety Data Sheets (SDS) maintained by the Kitchen Services Assistant are current, complete, and accessible.
• Performs additional administrative and operational support functions for the larger organization as assigned by the Director/Assistant Director, including data entry, record maintenance, document preparation, tracking, and follow‑up for other PACE operations.
• Maintains participant confidentiality and accurate, timely documentation in accordance with agency policies.

ESSENTIAL FUNCTIONS:

• Organizes and completes recurring orders, renewals, inventory activities, and administrative assignments within required timelines.
• Accurately enters, updates, retrieves, and maintains electronic and paper records.
• Communicates effectively with participants, caregivers, coworkers, and external vendors.
• Assists with meal preparation and distribution while following dietary instructions and food safety procedures.
• Manages competing priorities and follows through on outstanding tasks with appropriate communication and escalation.

SUPERVISORY RESPONSIBILITIES: None.

QUALIFICATIONS:

High school diploma or equivalent required. Strong computer, communication, organizational, and record‑keeping skills are required, including the ability to use email, spreadsheets, and agency software. Must be able to read and interpret policies, procedures, and dietary instructions; follow oral and written directions; maintain accurate inventory and tracking records; and work effectively with older adults, coworkers, and vendors. Administrative, purchasing, inventory, or food service experience preferred.

WORK SCHEDULE:

8:30 am to 4:30 pm Monday-Friday

PHYSICAL DEMANDS:

Lifting, bending, stooping, and arranging or carrying items up to 30 pounds over short distances are required on occasion. Frequent exposure to marked changes in temperature is a condition of the job.