Agency Distribution Coordinator

JOB TITLE:          Agency Distribution Coordinator                  Non-Exempt

REPORTS TO:      Director of Distribution

SUPERVISES:      None                      SALARY RANGE:  $20.00 – $25.00 Hour DOE

Job Summary: The Agency Distribution Coordinator is responsible for ensuring the timely processing of FM1 and FM2 orders, agency orders, preparing order picks for the warehouse team, and supporting partner agencies on the
Agency Express platform. This role is critical to maintaining the efficiency of daily order distributions, including preparing orders, managing inventory movements, and troubleshooting issues that arise during the ordering or fulfillment process.

This position serves as the primary liaison between the warehouse, programs, distribution team, and partner agencies, ensuring clear communication and high service standards. The coordinator is also responsible for compiling and sending the weekly offerings list to partner agencies and plays an important role in maintaining inventory accuracy and overall agency satisfaction.

Key Responsibilities:

Inventory Management & Offerings List

• Compile and distribute the weekly offerings list to partner agencies in a timely manner.
• Ensure both regular and TEFAP items are accurately reflected on the offerings list, with limited-quantity items clearly identified.
• Accurately receive and enter all agency orders into the CERES system on a daily basis.
• Ensure 100% accuracy of order entry and quickly address agency concerns to prevent delays.
• Monitor and resolve discrepancies in agency orders to maintain service standards.
• Prepare and organize daily picks in advance so orders are ready for the warehouse team to pull.
• Address any delays in order preparation to prevent disruptions to warehouse operations or delivery distributions schedules.

Inventory Movements & Organization:

• Complete all required inventory movements daily to ensure proper flow of product from receiving to storage and distribution.
• Maintain the flow of warehouse order distribution, ensuring proper product placement to maximize space and improve overall efficiency.

Support for Agencies on Agency Express:

• Provide assistance to partner agencies using the Agency Express platform.
• Help agencies troubleshoot ordering issues and ensure they are able to place orders correctly.

Collaboration & Problem-Solving:

• Serve as the primary contact between internal teams (warehouse, programs, and distribution) and partner agencies.
• Work closely with warehouse staff to improve order fulfillment efficiency.
• Proactively identify and resolve issues related to orders, deliveries, or inventory movements.

Compliance & Accuracy:

• Maintain high standards of accuracy and compliance in order entry, inventory management, and agency support.
• Ensure all data entered into CERES is accurate and current to minimize discrepancies.

Position Requirements:

• Strong organizational skills with the ability to manage multiple tasks.
• Experience with inventory management, logistics, or distribution.
• Ability to ensure all orders and inventory data are entered accurately.
• Flexibility to respond to unexpected changes such as urgent deliveries or inventory adjustments.
• Commitment to excellent service for partner agencies.
• Ability to prioritize tasks and work under deadlines.
• Ability to train and support agencies and team members on operational systems.

Other Responsibilities:

• Maintain inventory according to all policies and FIFO, procedures, and program guidelines.
• Maintain proper inventory of products that go on FM1 and FM2 trailers.
• Follow safe food handling practices.
• Operate warehouse equipment including forklifts and pallet jacks.
• Follow all local, state, and federal regulations related to warehouse operations and transportation.
• Promote teamwork and support the success of the distribution team.
• Follow all Food Depot policies and procedures.
• Maintain consistent attendance and punctuality.
• Perform other related duties as assigned and assist other departments as needed.

Qualifications:

• High school diploma or equivalent required.
• At least 2 years of experience in inventory management, stocking, warehouse operations, or supply chain coordination.
• Experience with inventory management software such as CERES.
• Customer service experience working with agencies or partner organizations preferred.
• Experience training or supporting users on software platforms such as Agency Express is a plus.
• Strong computer skills, including proficiency in Microsoft Office (Excel, Word, Outlook).
• Strong written and verbal communication skills.
• Highly organized with strong attention to detail.
• Ability to work in a fast-paced environment while managing multiple priorities.
• Strong problem-solving skills with the ability to address issues efficiently.

Employment Requirements:

• Clean driving record with a Class D New Mexico Driver’s License.
• Completion of forklift training within 30 days of hire. (we will provide training)
• Negative pre-employment drug screening.

Physical and Work Environment:

• Approximately 30% of time operating vehicles or equipment.
• Approximately 30% assisting with food distribution activities.
• Approximately 40% of time working in a warehouse environment.
• Travel to facilities within the service area may be required.
• Ability to operate forklifts and warehouse equipment.
• Exposure to hot and cold temperatures.
• Ability to lift and move up to 50 pounds.
• Frequent loading and unloading of trucks.
• Exposure to moving mechanical parts and loud environments.

Disclaimer

This job description in no way states or implies that these are the only duties to be performed by the employee in this position. Employees will be required to follow any other job-related instructions and to perform any other job-related duties requested by any person authorized to give assignments.

This position description excludes the marginal functions of the position that are incidental to the performance of fundamental job duties.  All duties and responsibilities are essential job functions and requirements.  Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.  This document does not create an employment contract, implied or otherwise, other than an "at will" relationship.

I have read the above job description.  I meet the qualifications and can perform the duties as described.