Allocations Coordinator

Community Food Bank of Southern Arizona•Tucson, AZ

5d•$21 - $28•Onsite

About The Position

The Allocations Coordinator supports the daily movement and allocation of perishable and time-sensitive food across the CFB network, including produce, bread, dairy, frozen, refrigerated, and short-dated products. Under the direction of the Allocations Manager, this role places product on orders, monitors flow, supports communication across teams, and serves as the primary backup for routine perishable allocation duties. The position follows established allocation, food safety, compliance, and documentation requirements.

Requirements

High school diploma or equivalent
One to two years of experience in food banking, warehouse operations, grocery, produce, inventory, logistics, customer service, or related work.
Ability to obtain and maintain required warehouse equipment certification if assigned.
Ability to learn and use P2 or other inventory/order management systems.
Ability to work early mornings, occasional evenings, or weekends as operational needs require.
Valid Arizona Driver’s License with a clean driving record; ability to travel to CFB locations.
Knowledge of food bank, warehouse, grocery, produce, perishable food handling, inventory, logistics, or product distribution practices.
Ability to follow allocation frameworks, program restrictions, decision rules, and escalation protocols.
Working knowledge of food safety, FIFO/FEFO, product dating, temperature control, traceability, AIB readiness, USDA/TEFAP/CSFP requirements where applicable, Feeding America expectations, OSHA safety practices, and CFB written procedures.
Strong attention to detail when placing product on orders, reviewing inventory, checking restrictions, and documenting changes.
Ability to prepare accurate allocation documentation and identify product, inventory, food safety, sanitation, or compliance concerns.
Strong communication skills and ability to work collaboratively with warehouse, inventory, transportation, food sourcing, programs, and resource center teams.
Ability to adapt to changing product availability, donation timing, quality concerns, partner capacity, and operational constraints.
Ability to work independently within established guidelines while knowing when to escalate.
Commitment to equity, accuracy, waste reduction, food safety, compliance, and CFB’s mission.
Equivalent combination of education and experience may be considered if applicable and must be directly related to the functions and body of knowledge required to successfully perform the job.

Nice To Haves

Experience with Primarius/P2 or a similar inventory/order management system.
Experience with perishable food allocation, grocery rescue, donated food, or food bank distribution.
Experience supporting AIB, Feeding America, OSHA, USDA, or other food safety/compliance-related standards.
Experience with product allocation, order building, inventory control, receiving, or perishable food movement.
Electric pallet jack, forklift, or other warehouse equipment certification, if applicable.
Bilingual English/Spanish.

Responsibilities

Support daily allocation execution by placing produce, bread, dairy, frozen, refrigerated, short-dated, and other perishable or time-sensitive products on agency, mobile, resource center, and program orders according to established frameworks and direction.
Monitor available product, product condition, dating, temperature sensitivity, order needs, agency or mobile capacity, resource center needs, and timing to support accurate and timely product movement.
Assist with routine allocation adjustments related to product availability, quality, dating, timing, quantity, and operational capacity.
Help ensure perishable allocation practices are consistent, equitable, documented, and aligned with food safety requirements, program priorities, and operational realities.
Follow FIFO and FEFO practices to protect food quality, reduce waste, and maintain compliance expectations.
Serve as a backup for routine daily perishable allocation duties when the Allocations Manager is unavailable, following established guardrails and escalation expectations.
Coordinate with warehouse, inventory, transportation, food sourcing, programs, and resource center staff to support timely movement of allocated perishable product.
Communicate product needs, shortages, substitutions, staging concerns, timing changes, and product condition issues clearly and professionally.
Identify aging, distressed, short-dated, high-volume, or high-priority perishable product and notify the Allocations Manager of movement needs or risks.
Assist with coordination during donation surges, product delays, urgent movement needs, and capacity constraints.
Assist with identifying appropriate distribution pathways for donated perishable product, including agency partners, mobile distributions, resource centers, and program orders.
Communicate concerns related to cooler, freezer, dry storage, labor, transportation, or partner capacity that may affect product acceptance or movement.
Assist with pre-receipts and product setup information as directed, ensuring information reflects accurate product descriptions, expected quantities, units of measure, program designations, restrictions, temperature needs, and handling notes.
Coordinate with Warehouse Operations to support receiving readiness and prioritization of perishable or time-sensitive product.
Work with Inventory and Operations staff to confirm product availability, staging, tagging, order accuracy, and proper storage location, as well as coordination to hold, quarantine, and manage products pending review, recall, or disposal.
Identify inventory discrepancies, incorrect product coding, product condition concerns, or system issues that may affect allocation accuracy.
Use P2 and other CFB systems accurately to support order placement, product tracking, inventory visibility, and documentation.
Support compliance with AIB, USDA, OSHA, Feeding America, local/state regulations, and CFB Food Safety Written Programs by following established procedures for product handling, allocation, documentation, storage, and communication.
Ensure perishable USDA, TEFAP, CSFP, purchased, donated, and restricted products are allocated and documented according to program requirements and CFB procedures.
Monitor product dates, condition, temperature sensitivity, storage requirements, and handling notes when supporting allocation execution.
Identify and report food safety concerns, pest control concerns, sanitation issues, temperature concerns, damaged product, contamination risks, or other compliance issues immediately.
Maintain accurate records related to product movement, allocation notes, substitutions, exceptions, order adjustments, and pre-receipts as required.
Support audit readiness by ensuring allocation-related documentation is accurate, timely, complete, and traceable.
Assist the Allocations Manager in developing and maintaining Standard Operating Procedures (SOPs) related to P2 system functions, product decision-making, and sourcing, procurement, and allocation processes across the Food Bank.
Monitor aging, distressed, short-dated, or slow-moving product and elevate concerns to reduce waste, shrink, compost, and missed distribution opportunities.
Help identify drivers of waste, delays, and allocation breakdowns and share recommendations with the Allocations Manager.
Participate in after-action reviews following donation surges, quality concerns, allocation issues, or operational disruptions.
Support the use and documentation of allocation frameworks, guardrails, decision rules, and exception processes.
Monitor recurring issues, space constraints, product movement concerns, partner capacity mismatches, and repeated exceptions.
Assist with maintaining process notes, backup procedures, communication tools, and allocation documentation.
Recommend process improvements based on daily allocation experience.
Follow OSHA and CFB safety expectations, including use of appropriate PPE, in warehouse, cooler, freezer, loading, and staging areas.
Report unsafe conditions, blocked aisles, equipment concerns, spills, trip hazards, damaged pallets, or other risks.
Coordinate with warehouse staff to prevent unsafe staging, congestion, or product handling conditions.
Support a clean, organized, and audit-ready work environment.
Place perishable product on orders according to approved rules, product availability, program restrictions, and operational instructions.
Make routine adjustments related to quantity, timing, product condition, dating, or order readiness within approved guardrails.
Communicate routine allocation updates, shortages, substitutions, and product concerns to internal teams.
Provide routine backup coverage for daily perishable allocation execution when the Allocations Manager is unavailable.
Perform other duties as assigned.