Administrative Assistant - FDC at THE CAMPAIGN… · Food…

TCAH seeks an organized, detail-oriented Administrative Assistant to provide day-to-day administrative support across the Food Distribution Center and all warehouse-based programs, including procurement, Cyber Pantry, CABS, mobile distributions, and partner food distributions. The position supports program staff with documentation, data entry, order tracking, scheduling, communication, reporting, and other administrative needs necessary for efficient warehouse and program operations.

Administrative Support across Warehouse Programs

• Provide administrative support to procurement, Cyber Pantry, CABS, mobile distributions, partner distributions, and other programs operating through the warehouse.
• Coordinate administrative requests with program leads, maintain task and deadline trackers, and follow through on assigned work.
• Maintain accurate, organized digital and physical records, including shared-drive folders and program files.
• Prepare correspondence, forms, spreadsheets, and other materials; support additional warehouse programs as operational needs evolve.

Procurement and Inventory Documentation

• Assist with preparing and tracking purchase requests, purchase orders, vendor correspondence, invoices, delivery receipts, and related records.
• Enter and update purchasing, receiving, and inventory information as directed; help reconcile records against orders and deliveries.
• Flag shortages, discrepancies, missing documents, and outstanding items to the appropriate staff; organize supporting records for operations and finance review.

Cyber Pantry and CABS Support

• Assist with order entry, order tracking, distribution and delivery schedules, and program documentation.
• Record and communicate order changes, substitutions, missing items, delivery concerns, and other issues to designated program staff.
• Maintain inquiry and complaint logs, track follow-up actions, and escalate unresolved concerns.
• Compile service data and required reports while protecting confidential client and program information.

Mobile and Partner Distribution Support

• Maintain distribution calendars, partner confirmations, delivery schedules, and related communications.
• Prepare distribution lists, sign-in sheets, delivery documents, and other required materials; collect and enter service and distribution data.
• Maintain current partner records, Memoranda of Understanding (MOUs), site visit and inspection forms, photographs, and related documentation.
• Support administrative coordination for the United Food Hub Coalition and other warehouse partner activities.

Communication, Meetings, and Reporting

• Serve as an administrative point of contact for warehouse staff, program teams, vendors, and partners; route inquiries and track required follow-up.
• Schedule meetings, prepare agendas, record meeting notes, and distribute action items.
• Compile routine operational and program reports; review records for completeness and accuracy and follow up on missing information.
• Maintain trackers for outstanding documents, orders, requests, and action items; notify the supervisor of delays or unresolved issues affecting operations.
• Perform other administrative duties related to warehouse operations and food distribution programs as assigned.

Qualifications

Education and Experience

• High school diploma or equivalent required.
• Minimum of two to three years of administrative support, data entry, or related experience.
• Experience supporting food distribution, warehouse operations, procurement, or nonprofit programs preferred.

Required Skills and Abilities

• Proficiency in Microsoft Word, Excel, Outlook, and shared-drive systems, including maintaining spreadsheets, sorting and filtering data, and preparing routine reports.
• Strong organizational skills and ability to manage requests, deadlines, and changing priorities across multiple programs.
• Accurate data entry and careful attention to detail in reviewing orders, records, and supporting documents.
• Clear written and verbal communication and professional interaction with staff, clients, vendors, and partners.
• Ability to handle confidential client, vendor, and organizational information with discretion.
• Ability to learn and use ordering, inventory, and program databases; experience with SmartChoice or comparable systems preferred.
• Ability to work independently, collaborate across teams, identify discrepancies, and follow assignments through to completion.
• Willingness to learn and follow applicable food safety procedures and organizational documentation practices.

Preferred Attributes

• Experience maintaining purchasing records, partner documentation, order logs, or service reports.
• Dependability, sound judgment, responsiveness, and a collaborative approach.
• Commitment to TCAH’s mission and respectful service to diverse communities.

Salary Range

$21.00 - $21.00 Hourly