This exciting role links our 350+ community organisations that receive food from us — known as our Community Food Members (CFMs) — with our thriving and fast-paced food operation. As the Food & Membership Operations Coordinator, you will work across the charity with the Food, Membership and Warehouse Teams, as well as our large and diverse volunteer community, to ensure CFM organisations receive a smooth, reliable and high-quality service each week.
The purpose of this role is to strengthen the connection between food supply, warehouse capacity and member demand. Acting as a key cross-functional coordinator, you will help ensure that surplus food flows efficiently into the organisation and out to the communities who need it. You will support both food-sourcing and membership functions, helping resolve issues quickly, improving communication, maintaining accurate data, and ensuring operational plans are aligned across teams.
Reporting to the Food Manager, with a dotted line to the Membership Manager, this role is central to improving collaboration across the organisation and ensuring FareShare South West delivers a safe, efficient and impactful service to frontline community organisations across the region.
1) Cross-Functional Coordination
* Support daily and weekly communication between Food, Membership and Operations regarding supply and membership demand.
* Maintain awareness of the food pipeline, providing timely updates on incoming supply, changes, restraints, gluts or shortages.
* Assist the Food Manager and Membership Managers with aligning food allocation planning to member needs, operational realities and transport schedules.
* Help coordinate solutions to operational challenges (e.g., quality issues, storage constraints, cancellations, short-dated stock).
2) Food Sourcing Support
* Support the Food Manager with local food sourcing activity, particularly in administration, supplier updates and basic relationship maintenance.
* Be a point of contact for day-to-day supplier communication, ensuring timely responses and accurate information flow.
* Help maintain accurate sourcing records and documentation, including volumes, quality notes and engagement history.
* Support awareness-raising activities about FSSW's surplus redistribution capability (e.g., events, promotional updates).
* Assist with capturing local supply opportunities and best practice shared through the FareShare Network and escalating them to the Food Manager.
* Help coordinate truck logistics schedules in partnership with Operations ensuring incoming food is aligned with capacity.
* Assist with food safety and compliance tasks related to local sourcing (e.g., documentation updates, supplier follow-up, recall administration) under direction from the Food Manager.
3) Member Support & Service Delivery
* Support member onboarding, offboarding, account updates, queries, complaints and general membership administration.
* Lead on resolving daily member-facing issues, including food quality concerns and product recalls, escalating where appropriate.
* Support food allocation writing, ensuring allocations reflect supply, need and warehouse capacity.
* Maintain accurate and up-to-date member information, including delivery instructions, profiles and seasonal variations.
* Support membership-related campaigns, events and targeted projects (e.g., HAF, bolt-on models, piloted services).
* Communicate supply changes, special offers and gluts/shortages clearly to members in coordination with relevant teams.
4) Data, CRM & Reporting
* Maintain accurate member records in Salesforce and ensure data integrity across systems.
* Support reporting for funders, SLT and internal operational updates, including supply, allocations, member engagement and service metrics.
* Track and summarise recurring issues (e.g., cancellations, quality problems, demand spikes) to support decision-making.
* Contribute to KPI monitoring across both Membership and Food functions.
5) Compliance, Food Safety & Member Standards
* Operate in accordance with the FareShare Food Safety Manual and maintain required training.
* Support documentation for community food member (CFM) compliance, including kitchen checks, food safety standards and follow-up actions.
* Conduct in-person compliance visits with member organisations as required.
* Provide administrative support for product recalls, safety notices and compliance-related communication.
Person Specification
Essential Criteria
* Experience or knowledge working in an operational, coordination or customer/member support role.
* Strong organisational and problem-solving skills, with the ability to prioritise effectively in a fast-paced environment.
* Confidence working with data and digital systems.
* Excellent communication and relationship-building skills, able to coordinate across teams and externally.
Desirable
* Experience in food sourcing, logistics, warehousing or surplus food redistribution, or an understanding of how food supply chains operate.
* Knowledge of food safety, warehouse processes or compliance requirements, or a willingness to develop this expertise.
* Experience using Salesforce, or similar CRM systems, with confidence managing data integrity and reporting.
* Experience working in a charity, community food environment or membership-based service.
* Ability to build strong working relationships across internal teams and with external partners, suppliers or community groups.
* Comfort representing an organisation externally
* Experience supporting projects or campaigns, including administration, coordination and communication tasks.
* Attention to detail in compliance-related work.
Job Types: Full-time, Permanent
Pay: £26,500.00 per year
Benefits:
* Company pension
Work Location: In person
Application deadline: 03/03/2026