Pantry Operations Manager

Job Overview

The Pantry Operations Manager is responsible for the effective day-to-day operation of the Dubuque Food Pantry, including food inventory, receiving and distribution, shopping-floor operations, food safety, facilities, and the guest experience.

The position serves as the primary operational leader during pantry distribution and ensures that food and other resources are received, stored, allocated, and distributed safely, efficiently, equitably, and in accordance with Pantry policies and applicable food-safety requirements.

The Pantry Operations Manager works closely with the Volunteer & Administrative Coordinator to ensure volunteers are appropriately trained, scheduled, and deployed to support pantry operations.

Essential Duties & Responsibilities

Daily Pantry Operations

• Coordinate daily pantry operations, including opening, distribution, restocking, and closing activities.
• Prepare the pantry shopping floor for each distribution period.
• Determine appropriate product allocations based on household size, available inventory, anticipated demand, and product availability.
• Conduct pre-opening walkthroughs and communicate daily distribution guidelines to volunteers.
• Monitor the shopping floor throughout distribution and adjust inventory and allocations when necessary.
• Ensure appropriate coverage of operational functions during pantry hours.
• Resolve routine operational and guest-service issues.
• Escalate significant guest, safety, personnel, or operational concerns to the Executive Director.

Inventory & Food Management

• Manage food inventory throughout the warehouse, refrigerators, freezers, produce areas, and shopping floor.
• Monitor inventory levels and identify purchasing and ordering needs.
• Order food through approved food-bank and partner systems as assigned.
• Receive, weigh, document, sort, store, and distribute donated and purchased food.
• Ensure appropriate rotation using First In, First Out (FIFO) practices.
• Monitor product dates, quality, storage, and spoilage.
• Coordinate produce management to maximize freshness and minimize waste.
• Determine appropriate use and distribution of surplus or limited-quantity products.
• Maintain accurate inventory and in-kind donation records.
• Coordinate food pickups and deliveries as necessary.

Food Safety & Compliance

• Ensure food is received, stored, handled, and distributed in accordance with Pantry policies and applicable food-safety requirements.
• Monitor and document refrigerator and freezer temperatures.
• Ensure proper sanitation and food-handling procedures.
• Coordinate product recalls and removal of expired, damaged, recalled, or unsafe products.
• Train volunteers regarding food safety, storage, stocking, and distribution practices.
• Maintain required operational and food-safety documentation.

Volunteer Leadership — Operations

• Direct volunteers working in food receiving, sorting, stocking, warehouse, shopping-floor, and distribution functions.
• Assign daily volunteer responsibilities based on operational needs.
• Provide on-the-job training regarding pantry procedures, inventory, food safety, guest service, and distribution guidelines.
• Communicate volunteer staffing needs to the Volunteer & Administrative Coordinator.
• Provide feedback regarding volunteer performance, training needs, or concerns.
• Foster a respectful, welcoming, and mission-centered volunteer environment.

Guest Experience

• Maintain a welcoming, respectful, equitable, and efficient pantry environment.
• Support volunteers responsible for guest intake and shopping.
• Assist with guest questions and concerns.
• Ensure distribution practices are applied consistently and fairly.
• Monitor guest access areas, parking areas, and shopping areas for safety and accessibility.
• Communicate significant guest concerns or incidents to the Executive Director.

Facilities & Equipment

• Maintain clean, safe, organized pantry, warehouse, refrigerator, freezer, and distribution areas.
• Conduct routine facility and equipment checks.
• Identify and report maintenance, equipment, and safety concerns.
• Coordinate routine housekeeping and basic seasonal facility needs.
• Safely operate pantry vehicles, pallet jacks, and other operational equipment.
• Assist with coordination of building, vehicle, and equipment maintenance as assigned.

Tracking & Continuous Improvement

• Maintain accurate operational, inventory, food-safety, and distribution records.
• Provide operational information and reports requested by the Executive Director.
• Monitor operational performance and identify opportunities to improve efficiency, food utilization, safety, volunteer effectiveness, and the guest experience.
• Participate in implementation and evaluation of new pantry programs and service-delivery models.

Qualifications

• Bachelor’s degree or equivalent combination of education and relevant work experience.
• Experience in food service, retail, logistics, warehouse operations, volunteer management, social services, or a related environment.
• Valid driver’s license.
• Strong organizational and problem-solving skills.
• Ability to manage multiple priorities in a fast-paced environment.
• Strong interpersonal and customer-service skills.
• Ability to lead and train volunteers effectively.
• Commitment to treating guests with dignity, empathy, and respect.
• Knowledge of food-safety practices or willingness to obtain appropriate training.
• Ability to use Microsoft Office and other organizational technology.
• Ability to work independently and exercise sound judgment.
• Flexibility to work occasional evenings or weekends based on pantry needs.

Physical Requirements

• Ability to stand for much of the workday.
• Ability to regularly lift 25 pounds and up to 50 pounds with assistance.
• Ability to reach, squat, kneel, bend, carry, push, pull, grip, climb, and twist.
• Ability to work in warehouse, refrigerated, freezer, indoor, and outdoor environments.
• Ability to safely operate appropriate pantry equipment.

Success in This Position

Success is demonstrated by:

• Safe and efficient daily pantry operations.
• Appropriate food availability and distribution.
• Accurate inventory and food-safety practices.
• Minimal avoidable food waste.
• Clean, safe, and organized facilities.
• Consistent and equitable distribution practices.
• Well-trained operational volunteers.
• Positive and respectful guest experiences.
• Strong collaboration with the Executive Director and Volunteer & Administrative Coordinator.