Director of Operations – Collaborative Food Access Hub - YMCA of Greater Boston
Boston, MA 02116
About the Job
Description
The Director of Operations – Collaborative Food Access Hub is a hands-on leader responsible for managing the day-to-day logistics of the Collaborative Food Access Hub. This role focuses on ensuring smooth operations of the facility, including coordinating on-site partner activities, overseeing food intake and distribution, and maintaining compliance with safety and operational standards.
The Director of Operations – Collaborative Food Access Hub oversees 8 FTEs, including staff for the Mobile Market Food Truck, Pantry Operations Manager, Drivers, and Packers.
Reporting to the Executive Director, the Director of Operations acts as the primary contact for on-site partners on operational issues and supports the implementation of all initiatives. By ensuring operational excellence, this role contributes to the Hub’s mission to provide equitable food access while fostering a safe and compliant environment.
The Director of Operations – Collaborative Food Access Hub oversees 8 FTEs, including staff for the Mobile Market Food Truck, Pantry Operations Manager, Drivers, and Packers.
Reporting to the Executive Director, the Director of Operations acts as the primary contact for on-site partners on operational issues and supports the implementation of all initiatives. By ensuring operational excellence, this role contributes to the Hub’s mission to provide equitable food access while fostering a safe and compliant environment.
Key Responsibilities
Daily Operational Management
• Resource Coordination: Manage daily scheduling and use of shared spaces, including docks, packing areas, and storage facilities.
• Logistics Oversight: Supervise the intake, processing, and distribution of food products in the warehouse space.
• Issue Resolution: Address operational challenges and work towards a fast resolution.
• Safety Enforcement: Ensure compliance with food safety standards, including regular inspections and adherence to protocols for product quality and disposal.
Warehouse Support
• Point of Contact: Serve as the primary contact for all on-site users on operational issues, ensuring their needs are met effectively.
• Onboarding & Training: Conduct orientations for current and new warehouse users and provide ongoing training on operational procedures, including equipment use and safety protocols. Meet regularly with Y Risk Management Team.
• Feedback Mechanisms: Collect feedback and collaborate with senior leadership to implement improvements.
Data Management & Reporting
• Operational Metrics: Maintain accurate records of inventory, space usage, and user activities to inform decision-making and reporting.
• Grant Support: Assist senior leadership in compiling data for grant compliance and stakeholder reports.
• Technology Integration: Oversee inventory management software to ensure accurate tracking of food movement and resource allocation.
Facility Management
• Equipment Oversight: Ensure the proper use and preventative maintenance of shared resources, including Pallet Stacker, Pallet Jacks, Docks, Compactors and Refrigeration Units.
o Ensure all Preventative Maintenance (PM) Agreements are up to date and scheduled for optimal efficiency.
• Daily Walkthrough: Assure all systems and equipment are working properly and conduct closing procedures daily to ensure safety and compliance.
o Maintain vendor contact to address any equipment or warehouse issues immediately.
• Compliance Checks: Conduct regular reviews of safety and operational compliance, preparing for audits and inspections as needed.
o Lead contact for Emergency Response Plan (ERP) in collaboration with Risk Management.
• Inventory Monitoring: Track and manage inventory levels to minimize waste and ensure timely distribution of food products.
• Vehicle Maintenance: Ensure all vehicles are up-to-date and inspected and serviced on a scheduled basis for safety and optimal performance.
Team Collaboration
• Staff Supervision: Provide day-to-day oversight of warehouse staff, volunteers, and users of the facility.
• Cross-Functional Coordination: Collaborate with Y Senior Leadership to align daily operations with strategic goals.
• Culture of Equity: Foster an inclusive and collaborative environment that reflects the organization’s commitment to diversity and equity.
Key Current Programs
The Director of Operations directly supports the following operational initiatives:
• Daily Operations of the Boston Food Access Hub: Ensuring all logistical aspects run smoothly, from partner scheduling to product distribution, including Y’s food distribution programs (grocery bag and mobile market).
• Food Recovery Processes: Overseeing intake and processing of recovered food, minimizing waste while ensuring compliance with safety standards.
• Shared Resource Management: Understanding of each user’s agreement and space usage and ensure agreements are in compliance.
• Resource Coordination: Manage daily scheduling and use of shared spaces, including docks, packing areas, and storage facilities.
• Logistics Oversight: Supervise the intake, processing, and distribution of food products in the warehouse space.
• Issue Resolution: Address operational challenges and work towards a fast resolution.
• Safety Enforcement: Ensure compliance with food safety standards, including regular inspections and adherence to protocols for product quality and disposal.
Warehouse Support
• Point of Contact: Serve as the primary contact for all on-site users on operational issues, ensuring their needs are met effectively.
• Onboarding & Training: Conduct orientations for current and new warehouse users and provide ongoing training on operational procedures, including equipment use and safety protocols. Meet regularly with Y Risk Management Team.
• Feedback Mechanisms: Collect feedback and collaborate with senior leadership to implement improvements.
Data Management & Reporting
• Operational Metrics: Maintain accurate records of inventory, space usage, and user activities to inform decision-making and reporting.
• Grant Support: Assist senior leadership in compiling data for grant compliance and stakeholder reports.
• Technology Integration: Oversee inventory management software to ensure accurate tracking of food movement and resource allocation.
Facility Management
• Equipment Oversight: Ensure the proper use and preventative maintenance of shared resources, including Pallet Stacker, Pallet Jacks, Docks, Compactors and Refrigeration Units.
o Ensure all Preventative Maintenance (PM) Agreements are up to date and scheduled for optimal efficiency.
• Daily Walkthrough: Assure all systems and equipment are working properly and conduct closing procedures daily to ensure safety and compliance.
o Maintain vendor contact to address any equipment or warehouse issues immediately.
• Compliance Checks: Conduct regular reviews of safety and operational compliance, preparing for audits and inspections as needed.
o Lead contact for Emergency Response Plan (ERP) in collaboration with Risk Management.
• Inventory Monitoring: Track and manage inventory levels to minimize waste and ensure timely distribution of food products.
• Vehicle Maintenance: Ensure all vehicles are up-to-date and inspected and serviced on a scheduled basis for safety and optimal performance.
Team Collaboration
• Staff Supervision: Provide day-to-day oversight of warehouse staff, volunteers, and users of the facility.
• Cross-Functional Coordination: Collaborate with Y Senior Leadership to align daily operations with strategic goals.
• Culture of Equity: Foster an inclusive and collaborative environment that reflects the organization’s commitment to diversity and equity.
Key Current Programs
The Director of Operations directly supports the following operational initiatives:
• Daily Operations of the Boston Food Access Hub: Ensuring all logistical aspects run smoothly, from partner scheduling to product distribution, including Y’s food distribution programs (grocery bag and mobile market).
• Food Recovery Processes: Overseeing intake and processing of recovered food, minimizing waste while ensuring compliance with safety standards.
• Shared Resource Management: Understanding of each user’s agreement and space usage and ensure agreements are in compliance.
Skills, Knowledge and Expertise
• Bachelor’s degree or equivalent experience in logistics, operations, or a related field.
• Minimum of 3 years of experience in warehouse or nonprofit operations, with an emphasis on logistics coordination.
• Knowledge of food safety protocols and best practices in warehouse management. Includes completing ServSafe Food Manager Handler and Allergen certification.
• Strong organizational and problem-solving skills, with an ability to manage multiple priorities.
• Proficiency in data management systems and inventory tracking tools.
• Excellent interpersonal and communication skills, with a focus on collaborative problem-solving.
• Commitment to promoting diversity, equity, and inclusion in all aspects of the role.
Physical and Work Environment Requirements
● Ability to lift up to 50 pounds occasionally and perform warehouse-related tasks.
● Flexibility to work evenings or weekends as needed.
• Minimum of 3 years of experience in warehouse or nonprofit operations, with an emphasis on logistics coordination.
• Knowledge of food safety protocols and best practices in warehouse management. Includes completing ServSafe Food Manager Handler and Allergen certification.
• Strong organizational and problem-solving skills, with an ability to manage multiple priorities.
• Proficiency in data management systems and inventory tracking tools.
• Excellent interpersonal and communication skills, with a focus on collaborative problem-solving.
• Commitment to promoting diversity, equity, and inclusion in all aspects of the role.
Physical and Work Environment Requirements
● Ability to lift up to 50 pounds occasionally and perform warehouse-related tasks.
● Flexibility to work evenings or weekends as needed.
Source : YMCA of Greater Boston