Operations Coordinator

Who We Are 

At the Regional Food Bank of Oklahoma, our mission is to lead a network that provides nutritious food and pathways to self-sufficiency for people facing hunger. We believe everyone--of every race, gender, sexuality, age and income--deserves the opportunity to live their healthiest life. Today, however, there are still far too many barriers to food security which are disproportionately experienced by people of color, historically marginalized groups and those with lower incomes. We are committed to remain on the front lines, along with our community-based partners, to provide nutritious food and resources for Oklahomans facing hunger

Job Description

Join our team as an Operations Coordinator, where your role will be central to ensuring smooth and efficient processes within our supply chain and partner programs. You will be accountable for managing order placements, overseeing the accuracy of order processing and ensuring that our partners—including in Kids Café and Summer Feeding partners—receive the products they need. In this position, you will address challenges head-on by identifying and resolving errors, researching discrepancies and collaborating with various teams to ensure that partner needs are met effectively. Your keen eye for detail and problem-solving skills will be essential in maintaining high service levels and operational efficiency.

A Day in the Life

Order Placement and Management:

• Ensure orders are placed for partners, including on behalf of Kids Café and Summer Feeding programs.
• Process late orders and confirm capacity to support pulling and delivery.
•  Ensure proper release and accurate posting of orders from company order processing system through CERES and AGI WMS.

Error Handling and Documentation:

• Document and identify the root cause of errors within systems and discover corrective actions.
• Identify and research shorts and discrepancies to ensure partners receive all products ordered.
• Collect, examine and communicate data with appropriate parties to ensure partners' needs are met.

Communication and Feedback:

• Maintain and enhance communication strategies with partners, including newsletters, surveys, etc.
• Compile and communicate feedback on service with collaborators.
• Give recommendations related to inventory available for partner orders.
• Help calculate optimal parameters for food acquisitions and production needs.
• Monitor and communicate issues at all steps of the agency and program ordering process.

Food Safety and Strategic Planning:

• Function as main point of contact for order placement customers, internal and external, maintaining high levels of customer service for Operations.
• Coordinate efforts with customer service team to improve operational effectiveness, inventory availability and supply chain efficiency.
• Coordinate with staff in Operations and other departments about any order discrepancies or delivery issues, such as late trucks, reschedules or credit requests.
• Work with the Food Safety team to coordinate and generate recalls and follow up on product returns.
• Maintain and enhance communication strategies and product movement promotion for partners including newsletters, surveys, etc.
• Give recommendations related to inventory available for partner orders.