Quality and Order Fulfillment Coordinator at Yail Noa Group - יעיל נוע

Description

Summary: The Quality & Fulfillment Coordinator ensures that all products moving through Second Harvest’s network are safe, high-quality, and efficiently distributed to partners. This role combines food safety oversight with hands-on coordination of order fulfillment activities, ensuring that every product leaving the warehouse meets Second Harvest’s standards for quality, compliance, and partner satisfaction.

This position is responsible for integrating Quality Assurance into the fulfillment process, to speed product movement, and strengthens the food safety culture embedded in day-to-day logistics operations. The role also serves as a bridge between internal operations teams and partner agencies enhancing responsiveness, accuracy, and trust across the foodbanks network.

Position Responsibilities & Essential Functions

Food Safety and Compliance

• Oversee food safety-related activities such as pest management, documentation, and food safety manuals.
• Identify and mitigate food safety issues.
• In coordination with the Distribution Center Specialist, maintain oversight of inbound and outbound products for quality, labeling, and safety compliance.
• Partner with Logistics Manager to determine product disposition and readiness for distribution; identify salvage, rework, or discard needs.
• Maintain accurate documentation on temperature logs, pest control, recalls, and other compliance records.
• Support Feeding America, AIB, and internal audits; uphold all food safety and sanitation standards.
• Serve as the primary contact for partner agencies on product quality or food safety questions.
• Conduct After-Action Reviews for activities resulting in food distribution that does not meet standards (order receipt, order shipments, expired food, items not meeting documentation requirements, etc.).
• In person site/partner QA support and training — visit partner sites to assess quality practices, provide hands-on training, and support continuous improvement in food safety and handling standards.
• Create video content of Quality & Safety content to share with staff and partners, reinforcing best practices and celebrating strong quality behaviors.
• Partner with Director of Supply Chain and Director of Operations to integrate QA and Product Quality Assessment behaviors across all zones, ensuring consistency in inspection, documentation, and decision-making.
  
  

Order Fulfillment Operations

• Collaborate with warehouse and transportation teams to ensure efficient order assembly and delivery.
• Communicate proactively with Partner Services on product substitutions, shortages, or quality-related delays.
• Develop a thorough understanding of Ceres and Agency Express systems and all functions relative to the Partnerships& Community Impact Department
• Act as a subject matter expert for ordering processes using Agency Express and Ceres.
• Create and manage calendars in Ceres and Agency Express on a monthly basis, maintaining multiple calendars for various distribution types.
• Coordinate orders for Mobile Pantries, following nutrition guidelines and budgets to create menus and communicate with Community Representatives in a timely manner.
• Coordinate any last-minute additions to orders via the push model.
• Coordinate with Transportation to set up delivery appointments or adjustments, including updates in Agency Express and communication with partner agencies and Community Representatives.
• Operate a forklift as required to support order staging and quality checks.
  
  

Process Improvement & Partner Experience

• Identify trends in damaged, rejected, or expired products and recommend corrective actions.
• Collaborate with Supply Chain and Community Impact Team to align product mix with community demand.
• Participate in cross-functional improvement initiatives that reduce waste and enhance partner satisfaction.
• Utilize agency feedback to guide continuous improvement and strengthen the partner experience.
• Demonstrate a clear understanding of internal and external customers by listening and responding to their needs in a timely manner.
  
  

Training and Communication

• Develop and deliver engaging internal communication pieces and micro-trainings to reinforce key quality and safety messages.
• Model and reinforce a culture of quality, safety, and operational excellence.
• Support the Logistics Manager in continuous improvement and special projects.
• Maintain an open feedback loop through surveys, check-ins, and shared updates to ensure visibility and responsiveness to staff and partner needs.
  
  

Skills And Abilities

Communication

• Professional written and oral communication skills.
• Excellent written communication skills with the ability to write reports, business correspondence and procedure manuals; relate well to all levels of the organization, ability to build appropriate rapport.
• Accurately provide and receive information in oral and written communications; consistently offer ideas, opinions, or information in an articulate, professional way.
• Ability to respond effectively to the most sensitive inquiries and complaints.
  
  

Personal Effectiveness

• Be prompt and have the ability to follow instructions, as well as understand policies and procedures. Ability to make the best use of available time and resources; balance quality of work with meeting deadlines.
• Ability to anticipate and respond timely to customer needs.
• Ability to work and communicate with people of diverse backgrounds.
• Looks for better ways to perform routine aspects of job; asks for and uses feedback to improve performance.
• Strong organizational skills and ability to prioritize and be adaptive to changing needs.
• Ability to work both independently and as part of a team.
• Respects and maintains confidentiality; ability to be truthful and honest in all dealings; avoids situations and actions considered inappropriate or which present a conflict of interest.
• Adheres to all workplace safety standards and practices.
• Manages own time, priorities and resources to achieve goals.
• Maintains composure in stressful or adverse situations.
• Ability to cultivate and develop equitable and inclusive working relationships with staff, volunteers, community partners, vendors and applicants
  
  

Computer Skills

• To perform this job successfully, the individual should have advanced knowledge of the following computer software programs.
• Microsoft Office Suite – specifically Word, Excel, and Outlook.
• Internet
• The employee will be expected to learn and effectively use internal software programs including Ceres, Sales Force, and other supply chain systems.
• Experience working with inventory management software is desired.
• Ability to operate a forklift safely and efficiently.
  
  

Benefit Package Includes

Health Insurance (SHF pays 90% of premium for full-time employees)

Dental Insurance

Vision Insurance

401(k) Retirement Plan with 5% match

Short Term Disability Insurance

Long Term Disability Insurance

Life and AD&D Insurance

Paid Family Leave

Paid Time Off starting at 23 Days per year

13 Paid Holidays per year

Employment Transition Pay

Work Environment

The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

This job operates in a professional office environment, and in the distribution center. This role routinely uses standard office equipment such as computers, phones, photocopiers, filing cabinets, etc. The noise level in the work environment is usually moderate. While performing the duties of this job, the employee is occasionally exposed to working near moving mechanical parts.

In instances of a federal, state or locally declared emergency, Second Harvest Foodbank of Southern Wisconsin is typically considered an essential service and emergency responder; all of its employees may be called in to perform regular or emergent duties outside the scope of their usual responsibilities.

Physical Demands

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

While performing the duties of this job, the employee is regularly required to sit; stand; walk; use hands to finger, handle or feel; reach with hands and arms; talk; and hear. The employee must have the ability to work on a computer for several hours at a time. The employee is occasionally required to stoop, kneel, crouch or crawl, taste/smell and lift and/or move up to 20 pounds.

Requirements

Qualifications

Required Education/Experience

Minimum of two years of food safety/quality experience.

Minimum of two years of experience providing excellent customer service.

Two years’ experience within a warehouse environment; inventory experience desired.

One Year experience building relationships with external vendors or partners.

Ability to successfully pass background check.

Gains ANSI Food Manager safety accreditation within the first 90 days of employment and/or maintains accreditation while employed.

Preferred Education/Experience

Associates Degree or equivalent combination of experience, education and training.

Lived experience with the impacts of systemic racism or marginalization.

To be considered for the position applications are due by: December 19, 2025