Food Pantry/Soup Kitchen Coordinator

Department: Putnam CAP / Community Services

Reports To: Senior Director of Supportive Services

Supervisory Responsibilities: Coordinates and provides direction to food pantry and soup kitchen volunteers. No direct employee supervisory responsibilities unless otherwise assigned.

FLSA Status: Non-exempt

Employment Status: Part-time

Salary Range: $20.00–$22.00 per hour

Schedule: To be determined based on program operating hours and community needs

Location: Putnam County, New York

POSITION SUMMARY

The Food Pantry and Soup Kitchen Coordinator oversees the day-to-day coordination of RECAP’s food pantry and soup kitchen operations in Putnam County. This position is responsible for maintaining organized food storage and distribution areas, coordinating food donations and supplies, monitoring inventory, supporting meal planning, coordinating volunteers, and maintaining productive relationships with community partners.

The Coordinator helps ensure that food pantry and soup kitchen services operate efficiently, meet community needs, and comply with applicable food safety, sanitation, inventory management, and agency requirements. The position requires strong organizational skills, reliability, sound judgment, effective communication, and a commitment to serving individuals and families experiencing food insecurity.

ESSENTIAL FUNCTIONS

Food Pantry and Soup Kitchen Operations

• Coordinate daily food pantry and soup kitchen operations to support consistent, organized, and efficient service delivery.
• Organize and maintain food pantry, stockroom, storage, and food preparation areas.
• Establish and follow procedures for receiving, sorting, storing, rotating, and distributing food and supplies.
• Monitor inventory levels and identify shortages, excess inventory, and upcoming supply needs.
• Prepare monthly food and supply orders based on inventory, anticipated demand, available resources, and program needs.
• Coordinate the preparation and posting of monthly soup kitchen menus.
• Organize ingredients, supplies, and other materials needed for planned meals.
• Help ensure that food pantry and soup kitchen operations are responsive to the needs of the community.
• Identify operational issues and communicate concerns or resource needs to the Putnam CAP Assistant Director.

Food Donations and Community Partnerships

• Maintain professional working relationships with grocery stores, community organizations, donors, and other community partners.
• Coordinate the pickup and receipt of donated food and supplies.
• Assist with sorting, inspecting, organizing, and storing donations.
• Monitor donated food for appropriate condition, packaging, expiration dates, and safe handling requirements.
• Maintain appropriate records of donations and inventory as required by agency procedures.
• Communicate donation needs, supply shortages, and opportunities for community support to the Assistant Director.
• Help ensure that donated items are used appropriately and distributed in accordance with program procedures.

Inventory and Resource Management

• Maintain accurate inventory records for food, supplies, and other program materials.
• Monitor stock levels, product rotation, and storage conditions to reduce waste and spoilage.
• Assist with forecasting supply needs and managing costs.
• Ensure food and supplies are stored in appropriate designated areas.
• Identify damaged, expired, recalled, or otherwise unsuitable food and follow established procedures for removal and reporting.
• Maintain organized storage areas and support efficient use of available space.
• Notify the Assistant Director of significant inventory discrepancies, equipment concerns, or supply needs.

Volunteer Coordination

• Coordinate volunteer activities related to food sorting, pantry organization, meal preparation support, distribution, and other assigned tasks.
• Provide volunteers with instructions regarding assigned responsibilities, safe work practices, and applicable operating procedures.
• Help organize volunteer schedules and daily assignments as needed.
• Promote a respectful, welcoming, and productive environment for volunteers and individuals receiving services.
• Communicate volunteer-related concerns, staffing needs, and operational issues to the Assistant Director.
• Follow agency requirements regarding volunteer screening, training, confidentiality, and conduct, as applicable.

Food Safety, Sanitation, and Facility Organization

• Maintain clean, orderly, and sanitary food storage, preparation, service, and stockroom areas.
• Follow applicable food safety, sanitation, temperature control, storage, and food handling requirements.
• Ensure food is stored and handled in a manner that helps prevent contamination and spoilage.
• Follow procedures for cleaning, sanitizing, waste disposal, and pest prevention.
• Assist with breaking down recyclable cardboard boxes and maintaining orderly recycling and waste areas.
• Report unsafe conditions, equipment malfunctions, pest concerns, and facility maintenance needs promptly.
• Support compliance with applicable health department requirements, food safety standards, and agency procedures.

Administrative and Program Support

• Maintain accurate operational records, including inventory, donations, supply orders, menus, and other required documentation.
• Communicate operational updates and resource needs to the Putnam CAP Assistant Director.
• Assist with preparing information needed for internal reviews, program monitoring, and reporting.
• Protect confidential information relating to individuals receiving services, donors, volunteers, and agency operations.
• Assist with RECAP and Putnam CAP special projects and other related duties as assigned.

COMPLIANCE RESPONSIBILITIES

The Food Pantry and Soup Kitchen Coordinator is responsible for following RECAP policies and procedures and applicable requirements governing food assistance operations.

Responsibilities include:

• Following applicable food safety, sanitation, storage, and handling requirements.
• Maintaining accurate inventory, donation, ordering, and other operational records.
• Following established procedures for receiving, storing, and distributing donated food and supplies.
• Reporting food safety concerns, damaged or recalled products, operational hazards, and other incidents promptly.
• Protecting confidential information and maintaining appropriate professional boundaries.
• Following agency requirements regarding workplace safety, volunteer conduct, and use of agency property.
• Cooperating with program reviews, inspections, audits, and corrective actions as applicable.
• Completing required training and following instructions provided by the Assistant Director.

KEY WORKING RELATIONSHIPS

Internal: Putnam CAP Assistant Director, RECAP leadership, program staff, facilities personnel, and other agency departments as needed.

External: Grocery stores, food donors, community organizations, volunteers, suppliers, local agencies, and individuals accessing food pantry and soup kitchen services.

BEHAVIORAL EXPECTATIONS

The employee is expected to demonstrate:

• Professionalism, integrity, accountability, and sound judgment.
• Respect, courtesy, and compassion toward individuals and families experiencing food insecurity.
• Strong organizational skills, attention to detail, and dependable follow-through.
• Effective communication and collaborative working relationships.
• Responsible stewardship of donated food, supplies, and agency resources.
• Flexibility in responding to changing inventory, volunteer availability, and community needs.
• Commitment to food safety, sanitation, confidentiality, and established agency procedures.
• A willingness to support RECAP’s mission and participate in related program activities.

PHYSICAL REQUIREMENTS

The position involves active work in food pantry, storage, and soup kitchen environments. Essential functions may include standing and walking for extended periods, bending, reaching, lifting and carrying food supplies, moving boxes, organizing shelves, and assisting with donation pickups and deliveries.

The position may require lifting and carrying items of varying weights. Any specific lifting requirement should be established based on the actual demands of the position.

The employee must be able to perform the essential functions of the role, with or without reasonable accommodation.

WORK ENVIRONMENT

The employee works in food pantry, soup kitchen, storage, and community service environments. Work may involve exposure to varying temperatures, food products, cleaning supplies, deliveries, and busy service periods.

The position may require local travel for donation pickups, supply collection, or other program-related activities. Schedule flexibility may be necessary to accommodate donations, meal service, volunteer availability, and community needs.

REASONABLE ACCOMMODATION

RECAP is committed to providing reasonable accommodations to qualified individuals with disabilities in accordance with applicable law. Reasonable accommodations may be provided to enable qualified employees to perform the essential functions of the position, unless doing so would create an undue hardship or otherwise be inconsistent with applicable law.

REQUIRED QUALIFICATIONS

• High school diploma or equivalent required.
• Experience in food pantry operations, food service, inventory management, community services, or a related field preferred.
• Experience coordinating volunteers, donations, supplies, or community programs preferred.
• Valid driver's license and reliable transportation required for job-related travel, including donation pickups.
• Ability to organize supplies, maintain accurate records, prioritize tasks, and manage competing operational needs.
• Strong communication, interpersonal, and organizational skills.
• Ability to work collaboratively with community partners, volunteers, staff, and individuals receiving services.
• Ability to handle food, supplies, and donated materials safely and in accordance with applicable requirements.
• Basic computer skills, including the ability to prepare menus, maintain inventory records, and complete supply orders.

ADDITIONAL EMPLOYMENT REQUIREMENTS

Employment is contingent upon satisfactory completion of applicable background checks, reference checks, verification of qualifications, and other pre-employment requirements established by RECAP.

The employee must maintain a valid driver's license and reliable transportation for required job-related travel. Any required food safety training, certifications, or clearances must be completed and maintained as applicable to the position and program.

The employee must comply with RECAP policies and procedures relating to workplace conduct, confidentiality, information security, safety, attendance, and use of agency resources.