Operations Manager

Reports to: Executive Director

Status: Full Time

POSITION DESCRIPTION:

The Operations Manager is responsible for overseeing all aspects of day-to-day operations at Hospitality House Food Pantry (HHFP), ensuring efficient and effective delivery of services to the community. This role encompasses management of the entire pantry, including warehouse operations, inventory control, product acquisition, volunteer coordination, facility maintenance, and overall program logistics. The Operations Manager plays a key role in strategic planning, policy development, and ensuring compliance with regulatory requirements, while also fostering community partnerships and supporting organizational outreach efforts. Working closely with the Executive Director, this position ensures that HHFP's operations align with its mission to fight hunger and enhance food security in the community.

JOB FUNCTIONS

General Operations and Staff Management

  • Conduct annual inventory of all products and property.
  • Supervise warehouse and pantry staff as appropriate to ensure adherence to HHFP policies and procedures.
  • Develop and enforce operational policies and procedures, ensuring compliance with food safety and organizational standards.
  • Coordinate and maintain the organization’s calendar of events in collaboration with the Executive Director.
  • Submit monthly reports and required documentation to contractors (e.g., OLHSA, retailers).
  • Provide administrative support to the front desk and assist in day-to-day operations as needed.
  • Analyze operational processes to identify inefficiencies and implement improvements for better productivity and service delivery.
  • Develop and monitor key performance indicators (KPIs) to assess operational success and make data-driven decisions.

Outreach and Community Engagement

  • Oversee and support external events, including Thanksgiving box distribution, Holiday House, Weekend Food Program, the Small Pantry Network, and Memorial Day Parade.
  • Build and maintain relationships with food source providers such as Gleaners, Forgotten Harvest, GMT, OLHSA, and other community partners.
  • Represent the pantry in community meetings and collaborative networks to build awareness and foster partnerships.
  • Assist in creating and distributing communication materials related to community events and partnerships.

Volunteer Management

  • Recruit, train, and supervise volunteers on the safe operation of equipment, as well as pantry policies and procedures.
  • Schedule volunteer shifts to support pantry operations, including food distribution and event assistance.
  • Develop volunteer recognition programs to foster engagement and retention.
  • Maintain accurate records of volunteer hours and contributions for reporting and grant purposes.

Product Management

  • Coordinate weekly food pickups from local partners (e.g., churches, schools, and merchants like Costco, US Foods, Panera, Little Caesars, and Starbucks).
  • Oversee pantry inventory, ensuring accurate stock levels and proper rotation.
  • Develop and update warehouse procedures for food handling and distribution.
  • Monitor and record temperatures of coolers and freezers to ensure compliance with safety regulations.
  • Track and document food received and distributed, ensuring proper record-keeping and reporting.
  • Manage food supply orders to maintain consistent stock for pantry operations.
  • Maintain required certifications, including ServeSafe and Civil Rights Training.
  • Oversee the development of a product sourcing strategy that aligns with budget and community needs, including cultivating new food sources.

Facility Management

  • Ensure the cleanliness and safety of the facility, including the pantry, warehouse, kitchen, lobby, and restrooms.
  • Maintain daily cleaning logs and oversee custodial staff or volunteers.
  • Coordinate maintenance and repairs for agency vehicles and equipment.
  • Order facility supplies and equipment to support daily operations and upkeep.
  • Track and maintain temperature logs and physical asset inventory.
  • Implement safety protocols to reduce the risk of injury, including regular safety drills and inspections.
  • Oversee risk management and ensure compliance with health and safety regulations, including food storage guidelines and OSHA standards.

Financial and Budget Management

  • Assist the Executive Director with budgeting for operational needs, including food purchases, facility maintenance, and volunteer support.
  • Monitor and report on operational expenditures, ensuring alignment with the annual budget.
  • Seek opportunities for cost-saving measures while maintaining program quality.
  • Collaborate with the Executive Director and development team to provide operational data for grant applications and donor reporting.

Qualifications and Requirements

  • Commitment to the mission and values of Hospitality House Food Pantry.
  • Two years of college preferred
  • 3 years of relevant experience preferred.
  • Demonstrated experience with food quality control, inventory management, and nonprofit operations.
  • Valid Michigan Driver’s License.
  • Experience operating large equipment, such as a forklift.
  • Proficiency in Microsoft Office Suite and inventory management software.
  • Strong computer and data management skills, including experience with budgeting and reporting.
  • Experience in compliance with food safety standards (e.g., ServeSafe) and nonprofit regulatory requirements.
  • Strong problem-solving and organizational skills.
  • Excellent communication and interpersonal skills, with the ability to work with diverse populations.
  • Ability to lift 50 pounds.

KNOWLEDGE, SKILLS, AND ABILITIES

  • Excellent communication skills in person, by phone, and in writing.
  • Strong organizational skills with the ability to work independently and collaboratively.
  • Productive, courteous, flexible, resourceful, and creative with effective work habits.
  • Self-motivated with a strong desire to learn and grow.
  • Able to manage multiple tasks, meet deadlines, and work well in a team environment.
  • Proficient in learning and using inventory data management systems.
  • Experience with Microsoft Excel preferred.
  • Strong management and organizational abilities, including timely report preparation.
  • Skilled in cultivating positive relationships with volunteers, staff, board members, donors, and the community.
  • Able to supervise, motivate, and inspire staff while respecting diversity.
  • Flexible, adaptable, and able to work long hours as needed.
  • Professional demeanor and appearance.

BENEFITS:

  • Health insurance, dental insurance, vision insurance, and 401k options
  • Vacation and holiday paid time off
  • Partial remote work schedule - hybrid

To apply, email résumé and cover letter to Susan Erspamer at susan@hhfp.org