Volunteer & Serve Team Assistant (Pelham)

Vestavia Hills; Pelham (AL); On-site; USD 21,000 - 30,000; Full time

Job summary

Grace Klein Community in Pelham, AL seeks a motivated Volunteer and Serve Team Assistant to support recruitment, onboarding, and daily management of volunteers and Serve Teams. You will prepare stations, coordinate shifts, track hours, and ensure volunteers are engaged and aligned with our mission.

This role involves managing communications, KPI tracking, donations coordination, and supporting FeedBHM Pelham daily operations.

Qualifications

• Experience coordinating volunteers or community programs.
• Strong written and spoken communication skills.
• Ability to collaborate across teams and adapt to changing priorities.

Responsibilities

• Assist in onboarding volunteers, orient them, and place them where needed.
• Recruit and engage volunteers for daily operations, programs, and events.
• Track volunteer hours, hours donated, and KPI metrics; maintain records daily.
• Coordinate volunteer coverage for daily operations and special events; lead volunteers during tasks.
• Manage volunteer communications, including WhatsApp group updates and task assignments.
• Prepare volunteer stations and materials; ensure volunteers understand assignments and safety guidelines.

Skills

Volunteer coordination

Communication

Teamwork

Spanish-speaking

Tools

Microsoft Office

Job description

Full-time, hourly-paid position

40 hours per week

FeedBHM Pelham

419 Philippians Blvd., Pelham, AL 35124

Our most important function is as a ministry. People come first. No matter the task at hand, we do everything in our power to make a place for everyone. We stop and listen, we pray, and we encourage gifts, skills, and purpose. We foster relationships with people where they are, whether in abundance or crisis. Our Grace Klein Community ? Website

vision comes down to 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.”

Position Overview

Grace Klein Community is seeking a motivated and enthusiastic Volunteer and Serve Team Assistant to support the Volunteer and Serve Team Coordinator in recruiting, organizing, and managing volunteers and Serve Teams. The Assistant will play a key role in ensuring volunteers are engaged, equipped, and empowered to make a positive impact within our community.

Key Responsibilities

• Volunteer Onboarding Assistance
  • Ensure all volunteers are warmly welcomed, properly oriented, and provided with a tour of the space, then thoughtfully placed in areas where support is most needed.
  • Ensure all volunteers understand the mission, vision, and “why” behind Grace Klein Community before serving.
  • Ensure all volunteers complete and sign their waiver prior to serving.
  • Assist in providing resources, materials, and guidance to ensure volunteers are prepared to support operations.
• Volunteer Recruitment & Engagement Support
  • Assist in implementing strategies to recruit volunteers from diverse backgrounds and skill sets.
  • Engage volunteers to support daily operations, programs, and events.
  • Build and maintain a strong volunteer base by developing relationships with current and prospective volunteers.
  • Manage the GKC volunteer WhatsApp group and continuously add new volunteers to grow the volunteer network.
  • Communicate daily operational volunteer needs through the WhatsApp group, including specific tasks, shifts, and areas where additional support is needed.
  • Proactively engage volunteers each day to secure support and ensure operational needs are adequately staffed.
  • Lead and direct volunteers in daily operational tasks, ensuring they understand their assignments and are positioned to serve effectively.
  • Prepare volunteer stations, supplies, and work areas in advance to ensure a smooth and organized volunteer experience.
  • Evaluate daily priorities and redirect volunteers as needed to ensure the most important needs are addressed first.
  • Avoid assigning or allowing “busy work” when higher-priority operational needs require attention.
  • Provide clear instructions, support, and encouragement to volunteers throughout their service.
  • Capture photos and highlights of volunteers serving and share them in the FeedBHM WhatsApp photo group.
  • Collect volunteer testimonials and personal stories about their serving experience and share them in the designated Testimonial Teams chat.
  • Recognize and encourage volunteers to promote continued engagement, participation, and retention.
  • Assist with coordinating volunteer coverage and ensuring adequate volunteer support for daily operations and special events.
• Data Tracking Assistance
  • Maintain accurate records of volunteer information, hours contributed, and impact metrics.
  • Ensure volunteer hours and in-kind donations are logged at the end of every day.
  • Track and maintain key performance indicators (KPIs), ensuring weekly metrics are accurately recorded and up to date.
  • Proactively work toward KPI goals by applying focused effort and aligning metrics with areas of need to support both individual and organizational impact.
• Operational Support
  • Prioritize daily operational needs based on urgency, program schedules, and organizational needs, ensuring volunteer time and resources are directed toward tasks that directly support current operational needs.
  • Assist in receiving, organizing, and distributing incoming donations, ensuring items are properly logged and placed in designated areas.
  • Engage and lead volunteers in intake processes, including sorting clothing, bundling shoes, logging books, and processing other donated items.
  • Ensure all donated items are boxed by like items, including clothing size and gender, household items, new items, and other categories, and are labeled neatly and legibly for transport to the Liberty Drive-thru.
  • Maintain clear communication with the Liberty Drive-thru team when items are sent to their location.
  • Maintain clear communication with the FeedBHM Bessemer Community Outreach Hall team when program-related items are sent to their location.
  • Provide leadership to volunteer teams assigned to FeedBHM Pelham, ensuring clarity of roles and an efficient workflow.
  • Uphold and actively cultivate the culture of Grace Klein Community by maintaining a positive, uplifting, and welcoming atmosphere, including ensuring worship music is consistently played in shared spaces.
  • Ensure clear and timely communication with staff regarding ongoing projects, volunteer needs, and urgent priorities.
  • Assist Food Rescue Heroes with receiving donations, ensuring donations are properly weighed, sorted, and logged according to FeedBHM guidelines and procedures.
  • Assist with food distribution as needed, ensuring volunteers are equipped and prepared to serve individuals receiving food.
  • Lead volunteers through the food distribution process, including accurately capturing required demographic information.
  • Ensure adequate, organized space is prepared and available to receive, sort, stage, and distribute incoming food.
  • Maintain communication with Food Rescue Representatives regarding food overages, additional inventory, and items that need to be transported to designated locations.
• Engage volunteers in the general upkeep and organization of the facility, including upstairs areas, the auditorium, and outdoor spaces.
• Help maintain a clean, organized, and welcoming environment throughout the facility.
• Keep the Coffee House clean, organized, and presentable for guests utilizing the space.
• Assist with the preparation and setup of coffee, treats, and other hospitality items for Coffee House guests as needed and directed.
• Monitor shared spaces throughout the day and address cleaning, organization, and restocking needs as they arise.
• Remain flexible and responsive to changing operational needs, stepping in where needed to ensure the facility, volunteers, and daily operations are well supported.

Work Environment & Maintenance

• Basic daily tidying and organization.
• Regularly taking out trash and recyclables.
• Ensuring shared equipment and common areas are left clean after use.
• Reporting maintenance or sanitation concerns promptly.
• Maintaining a clean and safe environment that reflects our commitment to stewardship and respect for shared spaces.
• Ensuring all areas are tidy and presentable for staff, guests, and volunteers.

Weekly Key Performance Indicators

• Secure gift cards and coupons.
• Recruit Serve Teams.
• Secure Community Champion financial donors.
• Secure new in-kind donors.
• Secure food or program-related barrels.
• Volunteer WhatsApp group engagement.
• Secure business partners.
• Capture photos and gather testimonials.

Qualifications

• Previous experience in volunteer coordination, community engagement, or related fields is a plus.
• Strong communication, interpersonal, and organizational skills.
• Ability to work collaboratively in a team environment and adapt to changing priorities.
• Basic computer skills, including proficiency in Microsoft Office Suite.
• Passion for social justice, community empowerment, and serving those in need.
• Spanish-speaking or bilingual preferred, but not required.

Additional Requirements

• Flexibility to assist with occasional evening and weekend events or volunteer activities.
• Willingness to learn and grow in a fast-paced nonprofit environment.
• Participate in an on-call rotation schedule for weekend Serve Teams.

Schedule & Reporting

Scheduled hours are Monday–Friday, 8:30 AM–5:00 PM. This position reports to the Program Coordinator. The employee will participate in a rotational schedule for Saturday Serve Teams. Extra hours may be available for leading Serve Teams on Saturdays, or time may be adjusted in advance with supervisor approval. Reporting location is FeedBHM Pelham, 419 Philippians Blvd., Pelham, AL 35124. Hours are recorded in Isolved daily and confirmed at the end of the day each Tuesday. Time-off requests are also submitted through Isolved. Payroll is via direct deposit and paid weekly.

Additional Postings available from Grace Klein Community