Food Sourcing Logistics Coordinator

Overview

Position Title: Food Sourcing Logistics Coordinator

Supported by: Purchasing Manager

FLSA Status: Non-Exempt, Full-Time

Appointments scheduling/adjustments, minor PO/inbound updates.

Our Story

Food Bank for the Heartland has connected our communities with food, resources, and hope since 1981. The fight against hunger is our ongoing, collaborative effort. We work with individuals, organizations, food manufacturers and distributors, grocery stores, the USDA, and Feeding America to procure food and purchase food to supplement donations. Through the collective power of our leadership, employees, partners, volunteers, and donors, we can reach more communities, serve more people, and address food insecurity more directly and effectively. As new needs arise, we are ready.

Our Philosophy

Every service we provide, program we offer, and decision we make is rooted in our core Mission, Vision, and Values.

In Short

The Food Sourcing Logistics Coordinator plays a vital role in ensuring that Food Bank for the Heartland receives, tracks, and moves inbound products accurately, efficiently, and with strategic coordination. As the central connector for inbound items, including purchased products, USDA, TEFAP allocations, manufacturing donations, and community and corporate food drives, this position ensures products arrive on time, are scheduled appropriately, and flow seamlessly into the warehouse. The coordinator is a frontline inbound logistics strategist, responsible for forecasting inbound supply, analyzing donor trends, monitoring freight spend, coordinating inbound appointments, and communicating impacts across multiple teams. With growing emphasis on procurement analytics, donor stewardship, and operational intelligence, this role ensures the right product arrives at the right time, enabling FBFH to meet distribution goals, volunteer production targets, USDA, TEFAP requirements, and partner expectations.

This position is rooted in accuracy, communication, forecasting, quality assurance, and continuous improvement. It plays a critical part in strengthening the organizations supply chain readiness and mission delivery.

Your Mission

Inbound Supply Chain and Logistics Coordination

• Communication and oversee operations for inbound purchased products, USDA TEFAP products, donations from manufacturing partners, corporate-sponsored, and individual food drive campaigns.
• Coordinate the receiving schedule, including setting up inbound delivery appointments and collaborating with Operations Coordinators to optimize warehouse dock capacity and flow.
• Track and trace all inbound loads, monitor delays, flag disruptions, and provide timely updates to internal teams.
• Negotiate competitive freight rates, compare cost structures, and secure capacity with approved carriers for outsourced inbound transportation needs.
• Conduct short and mid-term forecasting for inbound volume (1-3 weeks) supporting warehouse labor planning, Volunteer Center production planning, and inventory stabilization.
• Identify at-risk loads, anticipate scheduling conflicts, and escalate issues promptly using defined escalation routes.
  

Cross-Functional Coordination & Inventory Integration

• Serve as the primary inbound logistics liaison between Food Sourcing, Inventory Control, and Distribution Center Management.
• Support the Purchasing Manager in providing the Volunteer Center Manager with accurate forecasts of products arriving for Backpack, Community Packs, and value-added protein projects.
• Communicate changes, delays, or substitutions immediately to prevent production or distribution disruptions.
• Collaborate with Inventory Control to ensure appropriate item setup, inbound quantities, labeling, and reconciliation of discrepancies.
• Support correction of inbound-related inventory errors and ensure proper coding, items, and poundage are reflected in NetSuite/ERP.
  

Food Drive Logistics Coordination

• Serve as the logistics lead and stewardship support for all food drive activities in partnership with External Affairs.
• Coordinate food drive supplies, pickups, warehouse receiving, and final donation tracking.
• Provide reporting on food drive poundage, trends, host participation, and year-over-year comparison.
• Utilize the Food Sourcing Stewardship Plan and best practices to increase engagement with food drive donors.
  

Compliance, Quality Assurance & Documentation Standards

• Ensure inbound accuracy and compliance with USDA and TEFAP documentation requirements, food donor documentation standards, and Feeding America expectations.
• Verify that bills of lading, packing lists, weights/poundage, and PO information match inbound receipts; escalate mismatch issues immediately.
• Uphold Receiving SOPs to maintain AIB, food safety, and warehouse integrity standards.
• Maintains all receipted records for foods received in compliance with Feeding America, AIB, and USDA Guidelines.
  

Freight Budget, Financial Stewardship & Cost Control

• Assist management in monitoring and tracking freight budget performance and maintaining accurate freight projections.
• Evaluate freight spending by carrier, load type, and donor categories; identify cost-saving opportunities.
• Ensure timely receipt and reconciliation of freight invoices, flag variances, and resolve billing discrepancies.
• Provide freight spending reports and insights to the Purchasing Manager and Finance upon request.
  

Data Accuracy, NetSuite Ownership & Reporting

• Own accurate data entry in NetSuite related to food donations, Purchase Orders, item cards, donation dates, inbound poundage, and vendor or donor records.
• Maintain high data accuracy standards and proactively correct errors with Inventory Control.
• Maintain inbound logistics dashboards (appointment summaries, freight reports, and food donor activity logs).
• Support the Sourcing Manager in communicating and identifying inbound trends (seasonal patterns, donor activity, TEFAP cycles, freight surges) and communicating their operational impact.
  

Operational Accuracy, Continuous Improvement & Mission Engagement

• Identify opportunities to improve inbound flow efficiency, reduce freight spending, shorten communication loops, or increase food donor satisfaction.
• Participate in cross-functional continuous improvement initiatives (Lean Six Sigma-Process Improvement, process mapping, SOP development, and updates).
• Support special projects, seasonal initiatives, and organizational programs requiring inbound logistics expertise.
• Promote Food Bank for the Heartlands mission, values, and community-centered service model.
• Decision-Making Scope: Can Decide Independently Appointment scheduling/adjustments; Carrier selection within established guidelines; Minor PO/inbound updates; Escalation activation.
  

Knowledge, Skills, and Abilities

• Demonstrated commitment to Food Bank for the Heartlands mission, values, and community-focused service model.
• Strong oral and written communication skills, including the ability to relay information clearly to drivers, internal teams, and external carriers and food donors.
• High problem-solving capacity with the ability to assess logistical challenges, make sound decisions, and implement timely solutions in a fast-moving operational environment.
• Exceptional organizational skills with strong attention to detail, accuracy in documentation, and the ability to prioritize tasks while meeting deadlines.
• Ability to make, document, and communicate operational decisions in a dynamic, fast-paced environment with shifting priorities.
• Proficiency in Microsoft Office (Word, Excel, Outlook, and Power BI), and other operational systems used within the Transportation and Distribution Center environment.
• Prior warehouse, logistics, or transportation experience is strongly preferred, with knowledge of freight processes, Bills of Lading, and dock operations.
• Strong interpersonal skills with the ability to build collaborative working relationships across Distribution, Transportation, Food Sourcing, Network Relations, External Affairs, and Volunteer Center teams.
• Commitment to safety, including following all FBFH, DOT, OSHA, and AIB guidelines and reporting concerns promptly.
  

Your Story

• Associate degree required, bachelors degree preferred. An equivalent combination of education and relevant experience will also be considered in place of a formal degree.
• Preferred education areas: Supply Chain Management, Logistics, Business Administration, Operations Management, or related fields.
• 2 years experience in transportation, logistics, distribution, warehouse operations, or related field is required.
• Data management and Enterprise Resource Planning (ERP) experience to include NetSuite preferred.
• Non-profit, food sourcing, or donor facing logistics experience is highly valued.
• Lived experience with the impacts of systemic racism or marginalization is a plus.
  

About The Team

Everyone at Food Bank for the Heartland, from our administrative staff and warehouse employees to our team members working in partnership in the various community locations, shares a common vision: to help eliminate hunger in our service areaone initiative, program, and thoughtful decision at a time. Our culture is committed to welcoming you to our table, supporting your passion and drive, and focusing on diversity, growth, and community involvement.

This role is vital to the Food Bank for the Heartlands Food Sourcing Team and is supported by our Purchasing Manager.

Physical Demands

The physical demands of this administrative role are consistent with a professional office environment. The position requires prolonged periods of sitting or standing at a workstation, regular use of a computer and other standard office technology, and frequent communication via phone, email, and in-person interactions. This role may involve occasional walking throughout the facility, light lifting of office materials or equipment up to 20 pounds, and maintaining focus in a fast-paced, multitask-oriented setting. Reasonable accommodation may be made to enable individuals with disabilities to perform the essential functions of this position, in alignment with Food Bank for the Heartlands commitment to inclusion, accessibility, and equitable employment practices.

Equal Opportunity & Accommodations

Food Bank for the Heartland is an equal opportunity employer. We welcome applications from individuals with disabilities and will work to provide reasonable accommodation throughout the hiring and interview process. If accommodations are needed, please contact adurr@foodbankheartland.org.

Well-being & Benefits

Food Bank for the Heartland is committed to supporting your well-being through a comprehensive benefits package that includes medical PPO coverage, dental and vision insurance, FSAs, disability coverage, and life insurance options. We offer a Simple IRA with a 3% employer match, paid time off, holidays, bereavement leave, and paid jury duty, along with flexible schedules for applicable roles. Our team also benefits from EAP services, preventive care incentives, and a supportive, inclusive culture grounded in DEI, recognition programs, career development pathways, and meaningful opportunities for community engagement and volunteerism.

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