Administrative and Operations Coordinator (PCN 364)

JEWISH FAMILY SERVICE OF LOS ANGELES•Los Angeles, CA

1d•$28 - $35•Hybrid

About The Position

The Administrative and Operations Coordinator provides essential administrative, customer-service, financial, and operational support for JFSLA’s Subscription Meal Program, a new revenue-generating meal delivery business designed to support JFSLA’s broader mission. The Coordinator will play a central, hands-on role in establishing and managing the systems needed to deliver an efficient, responsive, and high-quality customer experience. The position serves as a primary point of contact for subscribers and is responsible for supporting enrollments, orders, billing, delivery coordination, customer communications, recordkeeping, reporting, and general business administration. This position requires more than traditional administrative support. The successful candidate must be highly organized, business-minded, comfortable with technology and data, able to manage detailed processes independently, and willing to take ownership of day-to-day program needs in a fast-paced startup environment. The coordinator must be equally comfortable assisting customers, reviewing reports, resolving order or billing discrepancies, preparing operational documents, and helping develop new systems and procedures as the business grows.

Requirements

High school diploma or equivalent required.
At least four years of progressively responsible experience in administrative coordination, business operations, customer service, order processing, billing, logistics, office management, or a related role.
Experience independently managing detailed administrative processes and following work through completion.
Exceptional organizational, administrative, and follow-through skills.
Strong attention to detail and commitment to accuracy.
Demonstrated commitment to responsive, respectful, and solutions-oriented customer service.
Ability to take ownership of assignments and independently resolve routine operational and customer-service issues.
Ability to create order and structure in a developing startup environment.
Ability to manage multiple deadlines, changing priorities, and frequent interruptions.
Strong verbal and written communication skills.
Ability to communicate clearly and professionally with customers, caregivers, staff, vendors, and community partners.
Strong numerical skills and ability to review invoices, payments, credits, reports, and order information accurately.
Proficiency in Microsoft Outlook, Word, Excel, and related office applications.
Intermediate Excel skills, including the ability to organize data, use formulas, filter information, and prepare basic reports.
Ability to learn and effectively use customer relationship management, subscription, ordering, billing, payment-processing, delivery, and reporting systems.
Ability to document workflows and develop clear procedures, checklists, templates, and tracking tools.
Sound judgment, discretion, initiative, and problem-solving ability.
Ability to identify issues, gather relevant information, recommend solutions, and escalate concerns appropriately.
Ability to work effectively with limited administrative support.
Ability to work collaboratively while also performing responsibilities independently.
Ability to interact effectively with individuals from diverse cultural, economic, social, and linguistic backgrounds.
Commitment to JFSLA’s mission and to the success of a mission-driven revenue-generating business.

Nice To Haves

Associate degree, bachelor’s degree, business certificate, or additional training in business administration, operations, customer service, accounting, hospitality, or a related area preferred.
Experience working in a small business, startup, subscription service, food-service operation, meal delivery program, hospitality business, healthcare service, or other customer-focused commercial environment preferred.
Experience working with older adults, caregivers, or culturally diverse communities desirable.

Responsibilities

Serve as a primary point of contact for current and prospective subscribers by telephone, email, website, and other communication channels.
Respond promptly, professionally, and compassionately to customer questions, concerns, and service requests.
Assist customers with enrollment, meal selections, account changes, delivery schedules, temporary holds, cancellations, billing questions, and other subscription needs.
Explain program services, pricing, ordering procedures, delivery expectations, and customer policies clearly and accurately.
Maintain detailed records of customer contacts, requests, complaints, resolutions, and follow-up activities.
Take ownership of routine customer-service issues and coordinate timely resolution of more complex concerns.
Provide courteous and patient assistance to older adults, caregivers, family members, and other customers.
Help create customer-service scripts, frequently asked questions, standard responses, and subscriber communication templates.
Assist with customer satisfaction surveys and other efforts to improve the subscriber experience.
Identify recurring customer concerns and recommend changes to improve service quality and retention.
Process and maintain subscriber enrollments, meal selections, account changes, service holds, cancellations, and related records.
Review customer accounts and orders for accuracy, completeness, and consistency.
Enter and update information in customer-management, ordering, billing, delivery, and related systems.
Monitor order deadlines and follow up on missing, incomplete, or unclear customer information.
Maintain accurate records of dietary preferences, delivery instructions, authorized contacts, and other relevant account information.
Support the implementation and ongoing administration of the subscription-management platform.
Assist in testing system changes, identifying technical issues, and coordinating resolution with vendors or IT support.
Review and track daily and weekly meal orders, packing requirements, fulfillment status, and delivery schedules.
Prepare and distribute order lists, production summaries, packing lists, delivery manifests, labels, route information, and related operational documents.
Coordinate closely with kitchen, nutrition, delivery, and program staff to support accurate and timely order fulfillment.
Confirm that customer orders, delivery schedules, special instructions, and service changes are communicated accurately to the appropriate teams.
Track missed, delayed, incorrect, damaged, or incomplete orders and deliveries and coordinate corrective action.
Help reconcile completed deliveries with outstanding orders and subscriber records.
Maintain current records regarding delivery schedules, route changes, temporary service holds, special instructions, and customer availability.
Identify order or delivery trends that may affect customer satisfaction, efficiency, or cost.
Assist with contingency planning for delivery delays, holidays, kitchen disruptions, system outages, or other operational challenges.
Assist with payment processing, recurring payments, refunds, credits, discounts, promotional offers, and account adjustments in accordance with established procedures.
Review subscriber accounts for payment issues, outstanding balances, duplicate charges, incorrect pricing, or other discrepancies.
Support reconciliation of customer orders, payments, credits, refunds, and discounts.
Maintain accurate and complete billing and payment records.
Maintain appropriate separation of duties and follow established internal controls.
Protect customer financial, payment, and personal information in accordance with JFSLA policies and applicable requirements.
Help establish, document, and maintain the administrative systems and workflows needed to launch and operate the Subscription Meal Program.
Maintain organized electronic and paper files, subscriber records, forms, correspondence, reports, contracts, and operational documents.
Develop and maintain calendars, task lists, tracking tools, and project plans.
Monitor deadlines, outstanding action items, and follow-up commitments.
Schedule meetings, prepare agendas and materials, take notes, and track follow-up responsibilities.
Draft routine correspondence, customer notices, internal communications, presentations, and program documents.
Support the Director with calendar management, correspondence, research, data entry, document preparation, and special projects.
Order program supplies and monitor inventory levels.
Assist with marketing materials, communications to subscribers and maintaining website.
Help maintain current contracts, vendor records, certificates, service agreements, and renewal dates.
Recommend ways to improve efficiency, accuracy, customer service, and internal coordination.
Anticipate administrative and operational needs and take appropriate action with limited direction.
Maintain accurate program data and ensure information is entered consistently across applicable systems.
Review program data for accuracy and investigate inconsistencies.
Track key operational and customer-service measures established by the Director.
Assist the Director in preparing monthly operational, financial, and performance reports.
Identify patterns, trends, or recurring issues and bring them to the Director’s attention.
Support data collection and documentation needed for business planning, budgeting, and program evaluation.
Ensure website content related to meals, pricing, ordering, delivery schedules, frequently asked questions, and program policies remains current and accurate.
Coordinate website corrections, updates, and technical issues with internal or external website support.
Assist with email communications, newsletters, notices, promotional materials, and customer updates.
Help maintain mailing lists, prospect lists, referral contacts, and community outreach records.
Support community outreach, customer acquisition, promotional campaigns, special offers, and subscriber-retention activities.
Coordinate the distribution of menus, flyers, brochures, enrollment materials, and other program information.
Track inquiries and referrals generated through marketing or outreach efforts.
Assist with social media, digital communications, or community presentations as assigned.
Review orders, customer accounts, reports, and operational documents for accuracy and completeness.
Escalate food-safety concerns, dietary issues, delivery problems, customer welfare concerns, or other significant risks promptly.
Maintain confidentiality and safeguard customer, financial, and organizational information.
Follow JFSLA policies, customer-service standards, food-service procedures, financial controls, and applicable legal requirements.
Support quality-assurance reviews and corrective-action follow-up.
Collaborate effectively with Nutrition Services, Finance, Marketing, Development, Information Technology, Facilities, and other departments.
Perform other related duties necessary to successfully launch, operate, and grow the Subscription Meal Program.