Position Title: Food Hub Administrative Coordinator - Sales and Procurement

Supervisor: Business Development Manager

Employee Status: Full-Time, Non-Exempt, Hourly

Food Connects is an equal-opportunity workplace and will not discriminate on the basis of disability or other legally protected categories. If an employee has a disability that makes it difficult to perform their job duties, they are encouraged to notify us to discuss reasonable accommodations. 

About Food Connects

Food Connects is a nonprofit organization based in Brattleboro, VT. We distribute regional foods through our Food Hub, provide educational and consulting services to bring producers to market, and inspire kids to love local foods through our Farm to School Program. We partner with producers and customers across Vermont, New Hampshire, and Western Massachusetts to support a vibrant local food system. 

Position Summary

This Administrative Coordinator position works within the Business Development Department, providing the Sales and Procurement Teams with vital backend support, assisting with various administrative tasks, and providing excellent customer service to Food Hub customers and vendors.

They’ll work with our team to continuously evolve and develop seasonal sales strategies, promote new brands and products, and help build relationships with our partners.

Core Competencies

• Customer Orientation: The ability to demonstrate concern for satisfying one’s external and/or internal customers.

• Initiative: Independently Identify and resolve needs and issues before being asked. 

• Results Orientation: The ability to focus on the desired result of one’s own or one’s unit’s work, setting challenging goals, focusing effort on the goals, and meeting or exceeding them.

• Thoroughness: Ensuring that one’s own and others’ work and information (if required) are complete and accurate; carefully preparing for meetings and presentations; following up with others to ensure that agreements and commitments have been fulfilled.

• Task Management: Can prioritize tasks and work toward their completion through tracking details and progress and, when needed, toggling between different projects or assignments.

• Balancing Team and Individual Needs: Ability to work cohesively within a team environment while independently managing one’s own duties and responsibilities.

Primary Duties and Responsibilities

Customer Engagement 

• Processing sales orders, order substitutions and shorts, credits and other sales/proc administrative processes.

• Assist Sales Specialists with customer relationship management, time-sensitive customer outreach, sales coverage and new customer inquiries.

• Provides excellent customer service; always reachable (during business hours) by a customer in need, by  email and phone.

• Offers prompt conflict resolution to customers and alerts other teammates and departments of issues as needed. 

• Assist Sales Specialists with preparations for customers visits.

• Coordinates with vendors and customers on promotions and store demonstrations.

• Provide support to the finance team regarding customer receivables.

• Assists the Business Development Team with other tasks as assigned.

Sales Support

• Helps maintain a database of customer notes and developments.

• Participates in team product samplings to evaluate potential new products and vendors. 

• Promotes sales growth by enhancing existing relationships with customers & understanding the varied needs of our diverse customer base.

• Assists in developing sales plans, strategies and monthly promos.

• Helps identify target customers and markets, as well as products and categories.

• Maintains up-to-date knowledge regarding current marketplace trends and local seasonal availability.  

Procurement Support

• Assist Procurement Team with maintenance of product listings, ensuring that item descriptions and images are complete and up to date.

• Assist with coordination of shorts/subs for JIT/Fresh List items.

• Assist Procurement Specialist with coordination of vendor promotions, billbacks, and reporting.

• Assist Procurement Team with review and follow up of new vendor inquiries

• Assist with vendor purchase orders as needed.

Additional Responsibilities

• Fill in for other staff in the Business Development team when needed.

• Assist with recruiting, hiring, and training new employees, as needed

• Occasional paid off-hours meetings and events (with plenty of advance notice).

• Other duties as needed to assist Food Connects in fulfilling its mission.

Schedule

This position is expected to work a 40-hour week, with work hours falling between Monday-Friday, 7:00 am-5:00 pm. The Sales Team will stagger times to ensure full coverage during standard business hours. The schedule should resemble:

• Monday:7:30AM-4:00PM

• Tues: 9:00AM-5:00PM

• Weds: 7:30AM-4:00PM 

• Thurs: 9:00AM-5:00PM 

• Fri: 8:00AM-3:00PM 

Work Conditions

• This position is a hybrid role requiring 3 office days at our facility in Brattleboro, VT.  

• Some federal holidays (those that fall on Mondays), may require at least part-time work. Adequate advance notice will be provided.

Physical Demands

• This position entails extensive use of a laptop computer, sitting or standing at a desk workstation.

Qualifications

Required Qualifications 

• 1 to 2 years’ experience in one or more of the following types of roles:

• Sales

• General administration

• Project management

• Other applicable lived experience

• Strong technical skills with computers, spreadsheets, emails, and digital business management tools such as: G-suite, Excel, Slack, Asana, and customer relationship management (CRM) software.

• Excellent communication skills, both written and verbal.

• Excellent customer service skills. 

• Strong organizational skills and the ability to  keep detailed records. 

• Ability to work in a  fast-paced environment.

• Ability to learn and incorporate new tools and technology into a work plan. 

• Reliable transportation for getting to headquarters in Brattleboro, VT.

• Valid driver’s license.  

Preferred Qualifications 

• Working experience in the food industry strongly preferred.

• Knowledge of veggies, fruits, dairy, meats, value-added products and other locally-produced foods. 

• Knowledge of food producers and retailers in Vermont, New Hampshire, and Western MA.

• Strong data analysis / business intelligence skills. 

• Familiarity with the geographical area of our delivery services (Vermont, New Hampshire, and Western Massachusetts)

• Experience with E-commerce and enterprise resource planning (ERP) software for food sales and distribution.

• Knowledge of food safety regulations.

Compensation

• This is a full-time, non-exempt position, expected to work 40 hours/week. 

• Hourly, beginning at $20.00 per hour. Negotiable depending on experience.

• The following benefits are offered: 

• Up to 27 days accrued paid time off. 

• 15% employee discount on food purchases.

• After 90-day introductory period:

• $3,000/year Health&Wellness Stipend

• Short-term disability insurance

• Life insurance

• Access to vision and dental insurance

• 2% employer retirement contribution, no employee contribution required.