Procurement Coordinator

Description

SUMMARY OF DUTIES

The Procurement Coordinator supports FeedMore's food, product, and supply acquisition efforts by assisting with purchasing activities, donor and vendor coordination, data tracking, and general administrative tasks. Working under the direction of the Procurement and Retail Partnership Manager (PRPM), this role helps ensure that procurement operations run smoothly, efficiently, and in alignment with organizational goals.

The Procurement Coordinator will engage with vendors, donors, and internal departments to gather information, track product movement, prepare reports, and help maintain strong relationships across the food acquisition network. This position plays a key role in ensuring timely and accurate communication, documentation, and follow-through related to food purchasing and donation programs.

Responsibilities

Purchasing & Product Acquisition Support

• Assist with day-to-day purchasing activities, including gathering quotes, preparing purchase orders, and coordinating with vendors and suppliers.
• Support donation acquisition efforts by communicating with farmers, wholesalers, retailers, manufacturers, and other food industry partners as directed.
• Help maintain accurate records of product categories, quantities, pricing, donations, and vendor information in internal systems.
• Monitor inventory needs and notify the PRPM of any supply gaps or trends.
  
  

Vendor & Donor Coordination

• Serve as a point of contact for routine vendor and donor inquiries, providing timely, professional, and courteous customer service.
• Assist in stewarding relationships by helping schedule visits, prepare communications, and support recognition activities.
• Maintain up-to-date vendor and donor files, ensuring contact information, agreements, and documentation are current.
  
  

Data Tracking & Reporting

• Compile and enter data related to pounds acquired, donation types, vendor activity, and purchasing metrics.
• Generate routine reports for the PRPM and internal teams.
• Assist with tracking current, lapsed, and prospective donors and vendors.
  
  

Administrative & Operational Support

• Assist with contract processing, vendor paperwork, and required documentation.
• Support coordination with internal teams-including Products & Services, Client Services, the commissary, and others-to ensure smooth operations.
• Help maintain compliance with procurement procedures, best practices, and Feeding America/Feeding NYS requirements.
• Provide project support such as preparing materials, updating files, and assisting with internal communications.
  
  

Other Duties

• Assist with any and all mission work as needed and requested with some or no prior notice including, but not limited to: serving as a truck spotter, helping with Farm Market/Community Garden/Freight Farms/on and off-site food distributions, preparation of meals and serving home-delivered meals; and
• Other duties as assigned.
  
  

Requirements

• Bachelor's degree or equivalent experience in procurement, supply chain, business, nonprofit operations, or a related field.
• Five (5) years experience in purchasing, sourcing, customer service, or administrative support preferred.
• Strong organizational and time-management skills with the ability to handle multiple tasks and deadlines.
• Strong communication and interpersonal skills with the ability to work professionally with vendors, donors, and internal staff.
• Basic analytical skills and comfort working with data.
• Proficiency in Microsoft Office (Excel, Word, Outlook) and willingness to learn new systems; NetSuite or warehouse management system experience a plus.
• Ability to be flexible, adapt to changing priorities, and work both independently and as part of a team.
• Valid NYS driver's license and ability to travel locally as needed.