Operations Coordinator

Job Summary

Are you someone who enjoys connecting details, solving problems and helping others succeed? In this role, you will coordinate partner orders, manage operational communications and resolve issues that support dependable food distribution to programs serving communities across Oklahoma. You will track orders from placement through delivery, maintain accurate records, research discrepancies and collaborate across teams to ensure partners receive the resources they need. What success looks like in the first 6-12 months: maintaining accurate and timely order processing, strengthening partner communication, reducing fulfillment issues through effective problem-solving, supporting inventory and distribution coordination and delivering responsive service that keeps food distribution activities running smoothly.

A Day in the Life

The essential functions described below represent the primary responsibilities of this role and may be performed with or without reasonable accommodation.

Order Placement and Management:

• Place partner orders, including Kids Café and Summer Feeding orders, so programs receive needed food resources consistently.
• Process late orders and confirm pulling and delivery capacity to reduce delays and prevent avoidable fulfillment errors.
• Release and post Agency Express orders accurately through CERES and AGI WMS to maintain consistent, reliable order processing.
• 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 Agency Express through CERES and AGI WMS.

Error Handling and Documentation:

• Document system errors, identify root causes and determine corrective actions to reduce repeated issues and improve process reliability.
• Research shortages and discrepancies so partners receive ordered products and food distribution remains dependable.
• Collect, review and communicate relevant data so appropriate teams can meet partner needs, improve inventory decisions and reduce waste.

Communication and Feedback:

• Maintain and improve partner communications to provide clear information and encourage useful responses.
• Compile service feedback and communicate findings to relevant teams so relationships, coordination and programs can improve.
• Recommend inventory options for partner orders to improve product availability and help partners select appropriate items.
• Help calculate production parameters to align available inventory with expected ordering needs.
• Monitor ordering steps and escalate agency or program issues promptly to reduce disruptions throughout distribution.

Food Safety and Strategic Planning:

• Serve as the primary contact for internal and external order customers, ensuring timely answers and consistent service.
• Coordinate with customer service to improve operations, inventory availability and supply chain efficiency for smoother distribution.
• Coordinate order discrepancies and delivery issues across departments, including undelivered orders, reschedules and credit requests, to resolve disruptions.
• Coordinate recalls and product returns with Food Safety, ensuring affected products are addressed promptly and documented correctly.
• Maintain partner product communications, including promotions, to improve product movement and program results.

Other Duties as Assigned

Other duties, consistent with the scope and essential functions of the role, may be assigned as organizational needs evolve.

Required Qualifications

How you have spent your time:

• Bachelor's degree in business, supply chain, operations or a related field, or four years of relevant experience.
• At least one year of experience coordinating supply chain, inventory, order fulfillment or related operations.
• Experience maintaining accurate records, resolving order discrepancies and communicating service updates to internal or external customers.

Other Requirements:

• Proficiency in common office applications, including email, messaging, word processing and spreadsheets, and job-specific inventory systems.
• Valid driver's license with a driving record that meets organizational standards.
• Ability to learn and adapt to new technologies.
• Ability to complete a background check, motor vehicle record review, drug screening and physical assessment as required for the role.

Safety Sensitive Designation

This position is classified as Safety Sensitive under Oklahoma law. Employees in safety-sensitive roles perform duties where even a momentary lapse in concentration could result in injury to themselves, others or cause environmental harm. The Regional Food Bank of Oklahoma is not permitted to hire applicants who hold a medical marijuana card for safety-sensitive positions, in compliance with state law.

Preferred Qualifications

How you have spent your time:

• Experience providing customer service in food distribution, nonprofit programs or another service-focused setting.
• Familiarity with Agency Express, CERES, AGI WMS or comparable order and warehouse management systems.
• Exposure to food safety processes, including returns or related documentation.
• Experience preparing customer communications, surveys or product availability updates.

Physical & Environmental Expectations

Work is performed in a combination of office, field and vehicle environments. The role requires maintaining a stationary position for extended periods, operating vehicles safely, using office systems and equipment, handling detailed documentation and communicating effectively in person and through technology. Employees may occasionally move objects weighing up to 50 pounds and frequently move objects weighing up to 20 pounds using appropriate techniques or equipment. The position may involve exposure to outdoor weather conditions, industrial environments, noise, dust, fumes and other operational conditions. Occasional travel for meetings, training or assignments may occur, generally with same-day return. Participation in an on-call rotation and occasional work outside regular business hours may be required based on operational needs.

EEO & Accommodation Statement

Diversity creates a healthier atmosphere. The Regional Food Bank of Oklahoma is an Equal Employment Opportunity employer and all qualified applicants will receive consideration for employment without regard to race, color, religion, sex, age, national origin, protected veteran status, disability status, marital status, genetic information or any other characteristic protected by law. Consistent with the Americans with Disabilities Act (ADA) and applicable state laws, it is the policy of the Regional Food Bank of Oklahoma to provide reasonable accommodation for qualified individuals with disabilities throughout the application process and employment. If reasonable accommodation is needed, please contact Human Resources at hr@rfbo.org.