Office Coordinator

Description

Job Description

Position Title: Office Coordinator

Department: Administration

FLSA Status: Full Time Hourly/Non-Exempt

Schedule: 40 Hours per Week/Monday-Friday 8:00am-4:30pm (Includes 30-minute unpaid meal break).

Benefits: Eligible for Full Time Employee benefits including Health, dental, and vision insurance, 8 paid Holidays, 1 Floating Holiday, generous PTO, administered 401(k) after 1 month with employer match after 1 year, and more.

Salary Range: $21.24-$22.59/hour

Reports To: Chief of Staff

Revision Date: 10/20/26

WHO WE ARE:

Established in 1985, Food Bank of Central New York is a not-for-profit organization leading the fight to end hunger across an 11-county service area that includes Central New York, Northern New York, and the Mohawk Valley. The Food Bank acts as the primary food distribution hub for hundreds of food pantries, soup kitchens, shelters, and faith-based organizations in our region.

In addition to food acquisition and distribution, we address the root causes of food insecurity through innovative programming, nutrition education, outreach, and collaboration with non-traditional food bank partners such as healthcare providers. The Food Bank also engages in state and federal advocacy efforts to strengthen anti-hunger policy and work alongside community partners to create lasting solutions that ensure all neighbors can thrive.

Our impact over 12 months is:

· 22.5 million pounds of food distributed

· 18.7 million meals provided to neighbors in need

· 7.6 million pounds of produce and dairy distributed

· 6.1 million pounds of food rescued from 146 retail partners

· 576,080 pounds of hygiene & household items distributed

POSITION SUMMARY

The Office Coordinator at Food Bank of Central New York plays a key role in ensuring the smooth and efficient day-to-day operations of the office. This position supports administrative functions, coordinates internal activities and communications, and provides general support to staff, visitors, and leadership. The ideal candidate is organized, proactive, detail-oriented, able to manage multiple priorities in a fast-paced environment and possesses excellent customer service skills. By providing essential support to our staff and effectively communicating with a diverse community, the Office Coordinator will contribute directly to the effective execution of our mission to fight hunger and food insecurity in our community.

ESSENTIAL FUNCTIONS

• Serve as the first point of contact for the organization, managing phone calls, email correspondence, and in-person visits with professionalism, and courtesy.
• Provide thorough referrals to neighbors who call the Food Bank.
• Manage front desk operations, including phone calls, mail distribution, and scheduling.
• Assist transportation with daily delivery calls to partner agencies.
• Perform general clerical duties including photocopying, faxing, mailing, and filing.
• Oversight of incoming and outgoing mail processing, including internal organization as well as external mailing of monthly financial statements and delivery calendars.
• Prepare correspondence, reports, presentations, and other documents as needed.
• Maintain electronic and hard copy filing systems, ensuring information is organized and easily accessible.
• Handle sensitive information in a confidential manner.
• Support the coordination of events and meetings as requested, including logistics, attendees, and materials, with the ability to communicate effectively.
• Manage shared calendars and conference room bookings.
• Order and manage office supplies, equipment, and inventory.
• Liaise with external vendors and service providers, ensuring timely and efficient service.
• Ensure compliance with office procedures, policies, and safety standards.
• Maintain a clean, organized, and professional office environment.
• Any other duties assigned to support the mission of the Food Bank.

PHYSICAL REQUIREMENTS

• Ability to sit, stand, and move within an office environment for extended periods.
• Manual dexterity required for computer work and routine paperwork.
• Occasionally may be required to lift items up to 25 pounds.

We are committed to providing reasonable accommodations for employees who require them due to medical conditions or disabilities.

EDUCATION & CERTIFICATION REQUIREMENTS

• High school diploma or equivalent required.
• Associate's degree in business administration or related field preferred.
• This position will receive a pre-employment criminal background check. Food Bank of Central New York complies with all applicable state and federal laws pertaining to drug testing and criminal background checks, including Article 23-A.

EXPERIENCE REQUIREMENTS

• At least two years of experience in an administrative support role.
• Nonprofit experience preferred.

SKILL REQUIREMENTS

• Proficiency in Microsoft Office 365.
• Excellent time management skills and the ability to prioritize work.
• Strong organizational skills with the ability to multitask.
• Exceptional communication skills, both written and verbal, with fluency in English required.
• Professionalism and customer service.
• Attention to detail and problem-solving skills.
• Collaboration and teamwork.
• Reliability and follow-through.
• Bi-or multi-lingual preferred.

The purpose of this job description is to provide an overview of the scope of the position. This is not a comprehensive list of duties/responsibilities. Other duties and responsibilities may be assigned.