Chief Operations Officer

GRACE is a community-based nonprofit organization committed to the advancement of our neighbors by providing essential food and hygiene resources alongside medical access, financial empowerment, and personal development opportunities to […]

Encoded

GRACE is a community-based nonprofit organization committed to the advancement of our neighbors by providing essential food and hygiene resources alongside medical access, financial empowerment, and personal development opportunities to neighbors in need. Through a network of dedicated volunteers, staff, and partner organizations, we operate weekly distribution programs that serve 800 families across our community. We are looking for a mission-driven leader to join our team and help us grow the reach and impact of our work.

Position Overview

• The Chief Operations Officer is responsible for the weekly distribution activities that are at the heart of the GRACE mission. Every Thursday, we reach 800 member households with a generous supply of fresh and shelf-stable food and hygiene products as well as services such as medical and dental care, employment support, clothing and school supplies from a roster of community partners. The COO is responsible for forecasting demand, placing orders, and managing inventory for the 32,000 pounds of food and additional hygiene and personal care supplies that GRACE handles each week
• for maintaining appropriate weekly and monthly financial records and ongoing financial tracking reflecting GRACE distributions
• and for managing a team of three part time staff and between 150-200 volunteers across distribution events. On distribution days, the COO will lead the team of staff and volunteers through the full 12-hour arc of activity, from delivery of goods from vendors and initial set up of space through to the arrival of 500 members to full distribution of food, goods, and services, including deliveries, followed by clean up and take down and returning all spaces and supplies to their proper condition and location. In doing so, the COO must orchestrate a smooth ongoing operating rhythm between staff, volunteers, and members and takes responsibility for addressing and resolving any operating ‘hiccups’ that may arise with deliveries, traffic, storage, and personnel. This role requires an individual with great maturity and sense of personal responsibility
• a calm and detail-oriented mindset
• and the willingness to roll up sleeves and tackle challenges both large and small.

The COO will report to the Founder/Executive Director and collaborate closely with the staff and volunteers.

Key Responsibilities

Distribution Management

• • Plan for and oversee GRACE weekly distribution events from start to finish. Responsible for designing, executing and directing workflows to enable safe, smooth and efficient distribution of food, hygiene products, and services to member households via staff, volunteers, and partners
• • Work in real time to address / troubleshoot and resolve any operational issues that arise over the course of distribution events, e.g. delays, delivery shortfalls
• • Track and document distribution best practices and learnings to improve efficiency, efficacy and safety; build/maintain/update our operating handbook as a backbone of GRACE operational and organizational knowledge.

Human Resources and People Management

• • Train and manage part-time operations staff of 3 to perform daily responsibilities, setting KPIs and conducting performance reviews
• • Oversee and coordinate with rotating teams of up to 150 GRACE volunteers across various aspects of distribution activities
• • Work effectively with the Founder/Executive Director on aligning distribution goals and outcomes with GRACE mission and values; collaborate to address member needs and manage relationships with supply vendors, partners, and providers

Data Management, Forecasting & Ordering

• • Maintain and continually improve system for tracking and reporting on key metrics, including volumes of inventory, member attendance, pricing, storage, delivery and other relevant information
• • Conduct weekly, monthly, quarterly demand forecasting to align food and supply inventory with community need, reflecting seasonality and external factors
• • Place weekly orders across vendors/partners and government allocations to ensure appropriate supply for distribution, reflecting estimated demand, storage capacity, staffing, and cost
• • Project manage the integration of new technologies and workflows to optimize operational efficiency, enabling smoother data inputs and minimizing bottlenecks.

Financial Reporting and Tracking

• • Develop, refine and maintain weekly and monthly tracking and reporting to ensure accurate data is used in compiling financial records
• • Direct the allocation of discretionary budget and approve all operations purchases
• • Collaborate with the Treasurer and finance committee to prepare regular financial reports
• • Leverage organization’s financial processes to identify opportunities for cost savings and efficiency improvements in the to ensure greater community impact

Executive Support and Internal Communication

• • Act as a liaison between the ED and various departments, ensuring that the ED’s strategic priorities are communicated and executed across the organization.
• • Ideate and implement strategies to effectively use the ED’s directives in work plans and in internal facing communications
• • Develop communication materials and strategies to keep team members informed and motivated, leveraging the ED’s voice when appropriate.

Board Collaboration & Governance

Qualifications

Required

• • At least 5-10 years of experience in food service, supply chain management, logistics or related area, including hands-on experience managing procurement and physical supplies, deliveries and vendors in indoor and outdoor settings
• • At least 5 years of experience supervising staff, including providing performance evaluations and training
• • Fluency with financial reporting and data tracking; comfort creating and presenting written reports to the Board
• • Top-tier organizational and project management skills and the ability to handle multiple priorities in a time sensitive, high-pressure environment
• • Strong personal maturity and sense of responsibility; willingness to tackle problems large and small
• • Valid driver’s license and ability to operate a large van
• • Commitment to GRACE’s mission and a genuine passion for community service Preferred
• • Prior experience in a nonprofit, food bank, or human services environment
• • Familiarity with PantrySoft and CFBNJ systems and government food program compliance requirements
• • Familiarity with data privacy guidelines and best practices
• • Bilingual (English/Spanish) is a plus

What We Offer

• • A deeply meaningful role at the heart of a highly respected and visible community organization
• • A collaborative, mission-driven team environment of staff and volunteers
• • The opportunity to directly impact food security and community well-being
• • Medical benefits and retirement benefits

Creator

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GRACE is a community-based nonprofit organization committed to the advancement of our neighbors by providing essential food and hygiene resources alongside medical access, financial empowerment, and personal development opportunities to neighbors in need. Through a network of dedicated volunteers, staff, and partner organizations, we operate weekly distribution programs that serve 800 families across our community. We are looking for a mission-driven leader to join our team and help us grow the reach and impact of our work.