Office Coordinator

Office Coordinator

Position Type: Full-time, permanent

Reports to: Chief Operating Officer

Location: Shrewsbury, MA

Salary Range: $25-$30 per hour

DESCRIPTION

Worcester County Food Bank (WCFB) believes that food is a fundamental right of all people and that hunger is an issue of social justice. WCFB’s mission is to engage, educate, and lead Worcester County in creating a hunger-free community. To that end, WCFB collects and distributes millions of pounds of perishable and non-perishable food each year through a network of 97 Partner Agencies, including food pantries and community meal programs serving all 60 cities and towns in Worcester County. WCFB also trains Partner Agencies in food safety and advocates for systemic and sustainable solutions to support children, families, and older adults in being more food secure and healthy.

WCFB’s Office Coordinator is the first point of contact for everyone who calls or visits the Food Bank — neighbors seeking food assistance, Partner Agency representatives, donors, vendors, volunteers, and community members. The Office Coordinator ensures that every interaction reflects WCFB’s values of dignity, respect, and service, and provides essential administrative and operational support to the Development Associate team and the Agency Relations team. This is a full-time, permanent position reporting to the Chief Operating Officer.

RESPONSIBILITIES

Front-line reception and customer service

• Serve as the first point of contact for all calls and visitors to WCFB. Answer and direct incoming calls to appropriate personnel; provide callers with information about WCFB’s mission, address, directions, and services.
• Welcome visitors warmly, determine the nature of their business, and announce them to the appropriate staff member.
• Demonstrate a professional, compassionate demeanor in all interactions with neighbors, colleagues, volunteers, Board members, donors, and Partner Agency representatives.
• Take and deliver messages accurately and in a timely manner; check and respond to the main voicemail.
• Exemplify WCFB’s organizational values of dignity, respect, service, and urgency in every interaction.

Support to neighbors seeking food assistance

• In partnership with the Agency Relations Team and Director of Operations, assist individuals and families who call or come to WCFB seeking food assistance.
• Connect neighbors to the Partner Agency closest to them, share information on SNAP and other food security resources, and arrange for an emergency food box when appropriate.
• Approach every interaction with sensitivity, cultural humility, and a commitment to treating each neighbor with dignity.
• In partnership with the Agency Relations Team, maintain up-to-date information on Partner Agency hours, locations, and services so that referrals are accurate and timely.

Support to the Development Associate team

• Log, scan, and prepare donation checks for deposit, ensuring accurate and timely handling of all incoming donations.
• Scan and record all non-donation and Agency checks and route them appropriately.
• Support data entry and basic record maintenance in the donor database (DonorPerfect) as directed by the Development Team.
• Assist with donor mailings, acknowledgment letters, event invitations, and other administrative needs of the Development team.
• Help prepare materials for donor visits, board meetings, tours, and stewardship activities at the Food Bank.

General office administration

• Maintain office supplies, including ink and toner, WCFB letterhead, and envelopes; coordinate ordering for all office supplies.
• Distribute incoming mail to mailboxes and process outgoing mail; mail accounts payable checks as needed.
• Update and coordinate the document management system as specified in WCFB’s Document Retention and Destruction Policy.
• Maintain the security of the Administrative area.
• Reconcile credit card statements.
• Create, update, and maintain company forms, the staff phone listing, and speed dial sheets.
• Record holiday closing voicemails and update the master list of annual holidays and closings.
• Be responsible for the look and feel of the administrative offices, conference rooms, and staff kitchen, including serving as the primary liaison with cleaning and paper recycling vendors, watering plants, and keeping shared spaces clean and organized.
• Work with the IT Coordinator to schedule and manage IT vendors, and to assist staff in using office technology, including phones, computers, copier/printer, and email.
• Maintain a supply of greeting cards and coordinate staff signatures for birthday cards and other occasions.

Event and meeting support

• Assist with planning and staffing internal and external events, including staff milestones, the Annual Meeting, network meetings, and Partner Agency convenings.
• Schedule and assist in preparation for Board Meetings and Board events.
• Prepare meeting rooms, name tents, and refreshments for Board, staff, and other meetings as needed.
• Take and distribute meeting notes when requested.

Other duties

• Schedule coverage for the front desk when out of the office; maintain a checklist of key tasks for coverage.
• Participate in or lead special projects as assigned, including supporting companywide morale-boosting activities.
• Perform all tasks in a timely and efficient manner, with excellent attention to detail and a high level of customer service.

SKILLS & REQUIREMENTS

• Warm, welcoming, and patient demeanor with a strong commitment to treating every person — especially neighbors seeking food assistance — with dignity and respect.
• Proficiency in Microsoft Outlook, Word, Excel, and PowerPoint.
• Strong administrative and computer skills, with the ability to handle and prepare documents of a confidential and sensitive nature.
• Highly organized, with proven ability to work independently and manage multiple detail-oriented projects in a fast-paced environment.
• Demonstrated ability to follow through and ensure issues are resolved and projects completed.
• Strong interpersonal skills and the ability to interact effectively with all levels of the organization, including senior management.
• Capable of handling sensitive and confidential information with discretion and professionalism.
• Ability to lift up to 25 pounds (for occasional support with emergency food boxes and event setup).

PREFERRED QUALIFICATIONS

• Associate’s degree or equivalent experience.
• Prior experience in an office, reception, or customer service environment, ideally in a nonprofit or social services setting.
• Bilingual (English/Spanish) strongly preferred.
• Familiarity with nonprofit operations, donor management systems (e.g., DonorPerfect), or food assistance programs.
• Demonstrated commitment to WCFB’s mission and to the values of dignity, respect, and equity in service to neighbors.
• Occasional evenings or weekends required for events.

APPLICATION INSTRUCTIONS

Interested and qualified applicants should email cover letter and resume to [email protected]. Please use “Office Coordinator” as the subject line of the email. No phone calls please.

Worcester County Food Bank is an equal opportunity employer. We are committed to building a team that reflects the diversity of the communities we serve and strongly encourage applications from people of all backgrounds.

Pay: $25.00 - $30.00 per hour

Benefits:

• 401(k)
• 401(k) matching
• Dental insurance
• Employee assistance program
• Health insurance
• Health savings account
• Life insurance
• Paid time off
• Retirement plan

Work Location: In person