Careers at Fulfill

Job Title: Executive Assistant – Full Time

Department: Administration

Reports to: President & CEO and Chief Operating Officer

Classification: Non-Exempt

Approval Date: November 11, 2021

SUMMARY:

Fulfill’s mission is to alleviate hunger and build food security in Monmouth & Ocean Counties and to make sure that all people at all times have access to enough nutritious food to maintain an active and healthy life.  Fulfill’s team is dedicated to building community awareness and creating an efficient food distribution network to eliminate hunger. Staff is committed to embodying the values in all activities. Relationships are based on collaboration and respect.  Resources are leveraged in a manner that is strategic and cost effective in order to achieve Fulfill’s mission and goals. 

Fulfill is seeking a highly organized administrative professional for our Executive Assistant. This position is a full-time role, reporting jointly to our President & CEO and our Chief Operating Officer, and acting as a liaison with the Board of Trustees. For this role, you’ll work primarily in our Neptune, NJ headquarters. Typical hours for this role are 8am-4:30pm, Monday-Friday; on occasion there is a need to work additional hours on evenings and weekends for certain meetings or events throughout the year.

The mission of the Executive Assistant is to stay five steps ahead of their leaders, tracking all of the administrative details, and clearing the path for them to make their greatest contribution to Fulfill’s mission. While repetitive tasks are certainly part of this position, the tasks assigned can vary from week to week based on the CEO and COO’s needs, and the needs of the organization. The most important responsibility of the Executive Assistant is to ensure that administrative tasks and projects are completed with a high level of efficiency, confidentiality, accuracy, flexibility, and positivity in order to support the initiatives of the CEO, the COO, and the Board of Trustees.

ESSENTIAL DUTIES AND RESPONSIBILITIES:

• Meeting management, including preparing agendas, taking notes/minutes, distributing action items, and arranging logistics, including videoconferencing needs. Manage logistics of Board activities.
• Email/correspondence management on behalf of the CEO, including drafting correspondence, ensuring follow-up, tracking responses, and responding on behalf of the CEO, as needed
• Complex calendar management and scheduling (both personally and professionally) on behalf of the CEO, including booking appointments, coordinating travel, and ensuring background materials and advance preparation.
• Coordinate with the management team all CEO and COO events to take place outside of the work place, such as fundraising events, and staff training/appreciation events 
• Meet regularly with other team members and the CEO & COO to ensure smooth operation of the office
• Varying administrative tasks including, but not limited to, organization of files and documents, maintaining equipment inventories, research projects, and light project management as directed
• Uphold a strict level of confidentiality, as you will have access to all levels of confidential information both with respect to the CEO & COO and to the employees 
• Develop and sustain a level of professionalism among staff and outside partners/donors/vendors, collaborating and communicating with positivity and a can-do spirit
• Other duties as assigned   

QUALIFICATIONS:

• Prior administrative support or equivalent experience, with at least one year of experience in a non-profit organization preferred
• Excellent written and verbal communications skills, including being able to quickly summarize large amounts of information both in writing and orally on a regular basis. 
• Highly responsive and proactive, striving to anticipate needs and eliminate friction whenever possible.
• Keen attention to detail, including tracking communication across multiple channels, organizing complex logistics, etc. without losing any details.
• Advanced experience with Microsoft Office 365 products, experience with various videoconferencing systems, and an affinity for learning new technologies
• A strong ability to manage immediate high priority items with long term project goals
• High level of personal integrity, confidentiality and honesty
• Ability to work independently and collaboratively to effectively complete tasks
• High School Diploma or equivalent

WORK ENVIRONMENT:

Work is value, goal and deadline oriented; extensive external contact; extensive inter-departmental communication. 

Position Title:     Network Engagement Team Associate/TEFAP

Department:  Network Engagement Team

Reports to:         NET Manager Status:  Non-exempt, full time                            

OVERVIEW

Fulfill is a nonprofit organization whose mission is to alleviate hunger and build food security in Monmouth and Ocean Counties. Fulfill provides the equivalent of 12 million meals from its food distribution facilities to food pantries, soup kitchens, and other member agencies, and also provides services that build financial health and self-sufficiency among food insecure households. Fulfill operates out of its main corporate location in Neptune, and its satellite location in Toms River.

Fulfill’s Network Engagement Team (NET) works with almost 300 partner agencies and programs which receive emergency food for their clients from Fulfill’s Food Distribution Center.  This position provides support for the coordination of all aspects of Fulfill’s relationships with its agencies, and daily activities in the office.

Qualifications:

• Two or four year college degree.
• At least two years of experience working at a nonprofit.
• Intermediate knowledge of Microsoft Office (Word, Excel, Power Point, Outlook).   
• Valid driver’s license and reliable transportation is required for occasional work at other locations.

DUTIES:

Network Engagement Team

• Coordinates all aspects of The Emergency Food Assistance Program (TEFAP) reporting, ensuring report accuracy and issue resolution, as well as performing monthly allocations of government commodities. (50% of responsibilities)

• Resolves customer service concerns with Fulfill agencies, especially regarding online agency orders through Agency Express, and the Client Management Tool.
• Manages problems involving missing/damaged items, reporting or billing discrepancies, researches circumstances, and determines appropriate action. 
• Assists with recruiting agencies in underserved areas.
• Maintains knowledge of products and distribution process and ability to effectively interact with Fulfill and agency staff.
• Builds sound relationships with agencies. 
• Serves as liaison between network agencies and Fulfill. 

Quality & Compliance

• Ensures accountability by helping the NET submit and maintain accurate reports from member agencies regarding their distribution of TEFAP, SFPP or other food programs, especially as it pertains to monthly reports, compiled manually & through the Client Management Tool.

• Conducts site visits to evaluate program operations relating to food distribution including reviewing records, checks storage, refrigeration, cooking and serving areas for sanitation and cleanliness; determines conformance to IRS 501-C3 charity requirements and established standards; processes new member agencies into the Fulfill system.

• Performs on-going agency inspections to ensure standards of safety, sanitation, pest control, and record keeping are maintained.
• Conducts trainings for Agency Orientation, Agency Express, TEFAP, and Civil Rights as needed.

• Assist with keeping files up to date and maintaining compliance.
• Assists with maintaining the NET portion of the Fulfill website.
• Assists with compiling monthly reports for CSFP, maintaining database of clients served, and other inventory, ordering, and reporting duties, with meticulous attention to detail.
• Completes certifications for CSFP sites yearly.
• Maintains database of mobile sites and reporting of clients served.

Inventory Awareness

• Works with agencies to determine best use of their allotments and purchases.

• Assists Fulfill in moving inventory. 

• Remains knowledgeable in Fulfill products. 

• Works with agencies to identify obstacles, i.e. no freezer, and assists agency in resolving problems by obtaining needed supplies or equipment.

Planning & Organizing

• Displays self-reliance in performing daily activities with minimum supervision needed.
• Self-driven and shows strong initiative in all aspects of duties.

• Establishes course of action for self and others to accomplish specific goals.
• Gives highest priority to achieving accuracy of work.
• Properly plans assignments and resources.
• Completes assignments on time.

Communication

• Expresses ideas effectively and professionally adjusting language to the needs of the audience.
• Communicates and collaborates with Operations, Food Sourcing, the Resource Connections Team and other departments as needed.
• Communicates professionally with clients and others verbally and non-verbally.
• Maintains open lines of communication.
• Communicates information in a timely manner.

Miscellaneous

• Provides back up support to other departments as needed.
• Performs other assignments as required.

Job Title: CDL Driver

Department: Warehouse

Reports to: Operations Manager

Classification: Full-Time – CONTRACT (1 position available)

Date Update: December 1, 2020

About Fulfill:

Fulfill’s mission is to alleviate hunger and build food security in Monmouth & Ocean Counties and to make sure that all people at all times have access to enough nutritious food to maintain an active and healthy life.  Fulfill’s team is dedicated to building community awareness and creating an efficient food distribution network to eliminate hunger. Staff is committed to embodying the values in all activities. Relationships are based on collaboration and respect.  Resources are leveraged in a manner that is strategic and cost effective in order to achieve Fulfill’s mission and goals.

This position is primarily responsible for the timely, efficient and safe pick up and distribution of food and product to the member agencies and donors Fulfill serves.

ESSENTIAL DUTIES AND RESPONSIBILITIES

• Responsible for the conscientious and safe operation of all warehouse vehicles, weighing and material handling equipment in order to avoid personal injury and damage to product, equipment or facility.
• Follows established procedures and assigned routes for the timely and efficient pick up and delivery of goods; submits all receipts and vouchers for gas, oil, tolls, and other related expenses; accurately completes daily travel log.
• According to operating procedures, maintains vehicle in clean, safe, and good condition at all times; completes Vehicle Checklists every morning to ensure fluids, mirrors, lights, tire pressure and overall vehicle is in good operating condition; reports problems or damage to manager immediately; cleans vehicle at the end of day; notifies warehouse supervisor of upcoming vehicle inspection, emissions test, insurance, registration and servicing requirements.
• Follows established procedures safely and efficiently loads and unloads, accurately accounts for all products received or outgoing, and submits associated documentation including Bills of Lading, invoices and warehouse releases.
• Maintains scale equipment in clean, secure, safe and overall good operating condition for weighing goods.  Weighs food and products to ensure accuracy of inventory, reporting, and proper food distribution charges are maintained.
• Follows Fulfill’s procedures to avoid spoilage or contamination of food; checks condition of food, determines acceptability of food, secures all containers, accurately prepares or verifies labels reflecting donor name, date, description, weight and any other relevant data; accurately completes and submits documentation recording receipt of food; safely stores and/or delivers product as required; cleans and stores all food transporting equipment daily.
• Actively recruits donors, identifies wholesale food distributors while on the road, provides distributor with Fulfill’s cards or brochures and report potential donors to warehouse supervisor to continuously expand the donor network.
• Demonstrates professionalism and speaks respectfully when interacting with staff, volunteers, community, or agency representatives.

May perform Receiver/Handler duties as required

• Inspects incoming product to ensure products for accuracy of Bill of Lading, container markings or damage, dates, temperature requirements and pest/contamination in accordance with Fulfill operations.
• Accurately, efficiently and safely sorts, labels products and receiving labels and stored items on racks, shelves, bins or refrigerated rooms/freezers according to product type size, expiration date or product code.
• Weighs and records items received from local donors, completes product documentation and stores as necessary.
• Performs monthly inventory count, as instructed, by physically counting and accurately recording product quantity and type, notifying warehouse supervisor of discrepancies or problems.
• Maintains a clean, orderly and safe work area at all times including warehouse, grounds, bins and equipment; cleans up spills immediately; keeps walk areas and exits clear; locks and secures equipment and facility as required; notifies manager of problems or needed repairs immediately.
• Completes and maintains logs for refrigeration/freezer temperature control, quality control, pest control, incoming freight, cleaning, repair and trash.
• Works with, and may oversee work of volunteers, to complete order processing and customer service, requiring ability to communicate clearly and effectively in explaining procedures or following up with volunteers.
• May perform other duties as assigned.

QUALIFICATIONS

• High school degree or equivalent required
• Able to read and interpret documents, forms, procedures
• Able to write routine reports, complete forms/logs
• Possesses basic math skills including addition, subtracting, multiplying and dividing.
• 2 years related experience
• Valid NJ driving license and good driving record are required
• CDL class B license or higher is required
• Ability to operate material handling, forklift, reach machine, pallet jacks, and scale equipment.  
• Safety and sound operation of vehicle is essential
• Follows all Fulfill procedures; demonstrates a commitment to the values, mission and professional integrity.  

WORK ENVIRONMENT

• Warehouse environment
• Extensive driving, walking, standing, bending, stooping, kneeling, pushing, pulling, lifting and carrying items weighing in excess of 130 pounds
• Drives trucks, operates forklift and other material handling equipment regularly exposed to outside weather conditions, fumes, air particles, cold and vibrations; regular contact with volunteers and agencies
• Periodically works extended hours, nights, and weekends

Job Title: Delivery Driver

Department: Administration

Reports to: Chief Financial Officer

Classification: Non-Exempt – Part Time

Date Update: July 12, 2021

About Fulfill:

Fulfill’s mission is to alleviate hunger and build food security in Monmouth & Ocean Counties and to make sure that all people at all times have access to enough nutritious food to maintain an active and healthy life.  Fulfill’s team is dedicated to building community awareness and creating an efficient food distribution network to eliminate hunger.  Staff is committed to embodying the values in all activities.  Relationships are based on collaboration and respect.  Resources are leveraged in a manner that is strategic and cost effective in order to achieve Fulfill’s mission and goals.

This position is primarily responsible for the timely, efficient and safe pick up and distribution of food and product to the clients Fulfill serves.

ESSENTIAL DUTIES AND RESPONSIBILITIES

• Responsible for the conscientious and safe operation of all company vehicles.
• Follows established procedures and assigned routes for the timely and efficient pick up and delivery of goods; submits all receipts and vouchers for gas, oil, tolls, and other related expenses; accurately completes daily travel log.
• According to operating procedures, maintains vehicle in clean, safe, and good condition at all times; completes Vehicle Checklists every morning to ensure fluids, mirrors, lights, tire pressure and overall vehicle is in good operating condition; reports problems or damage to manager immediately; cleans vehicle at the end of day; notifies warehouse supervisor of upcoming vehicle inspection, emissions test, insurance, registration and servicing requirements.
• Follows established procedures safely and efficiently loads and unloads, accurately accounts for all products received or outgoing, and submits associated documentation.
• Follows Fulfill’s procedures to avoid spoilage or contamination of food; checks condition of food, determines acceptability of food, secures all containers, accurately prepares or verifies labels reflecting client name, date, description, weight and any other relevant data; accurately completes and submits documentation recording receipt of food; safely stores and/or delivers product as required; cleans and stores all food transporting equipment daily.
• Demonstrates professionalism and speaks respectfully when interacting with staff, volunteers, community, or agency representatives.

• May perform other duties as assigned.

QUALIFICATIONS

• High school degree or equivalent required
• Able to read and interpret documents, forms, procedures
• Able to write routine reports, complete forms/logs
• Possesses basic math skills including addition, subtracting, multiplying and dividing.
• 2 years related experience
• Valid NJ driving license and good driving record are required
• Safety and sound operation of vehicle is essential
• Follows all Fulfill procedures; demonstrates a commitment to the values, mission and professional integrity.  

WORK ENVIRONMENT

• Warehouse environment
• Extensive driving, walking, standing, bending, stooping, kneeling, pushing, pulling, lifting and carrying items weighing up to 25 pounds
• Drives company vehicles and exposed to outside weather conditions, fumes, air particles, cold and vibrations; regular contact with volunteers and agencies

Job Title: Warehouse Associate

Department: Operations

Reports to: Operations Manager

Classification: Full-Time – CONTRACT

Date Update: December 1, 2020

About Fulfill:

Fulfill’s mission is to alleviate hunger and build food security in Monmouth & Ocean Counties and to make sure that all people at all times have access to enough nutritious food to maintain an active and healthy life.  Fulfill’s team is dedicated to building community awareness and creating an efficient food distribution network to eliminate hunger. Staff is committed to embodying the values in all activities. Relationships are based on collaboration and respect.  Resources are leveraged in a manner that is strategic and cost effective in order to achieve Fulfill’s mission and goals.

As a member of the Operation Team, the Warehouse Associate plays an important role in ensuring the highest level of inventory accuracy and the overall efficiency of the warehouse and the associated functions of the warehouse.  The Warehouse Associate is responsible for order fulfillment, receiving and other general warehouse duties as assigned. 

ESSENTIAL DUTIES AND RESPONSIBILITIES

• According to established guidelines and the appropriate “pick” sheet, accurately and thoroughly fulfill inventory order requests.
• Accurately accounts for all products received; completes receiving forms for inventory documentation
• Inspects incoming product to ensure products for accuracy of Bill of Lading, container markings or damage, dates, temperature requirements and pest/contamination in accordance with Feeding America and Fulfill.
• Accurately, efficiently and safely stores items on racks, shelves, bins or refrigerated rooms/freezers according to product type, size, and expiration date or product code.
• Utilize conscientious and safe handling of all warehouse material handling equipment including pallet jacks, hand dollies and forklift in order to avoid personal injury to self, others and damage to product, equipment or facility.
• Remain knowledgeable of current inventory and inventory levels.  Performs monthly inventory count, as instructed, by physically counting and accurately recording product quantity and type, notifying supervisor and/or manager immediately of discrepancies or problems.
• Works with Operations Manager for accurate and timely completion of daily, weekly, monthly, quarterly and yearly reports.
• Maintain a clean, orderly and safe work area at all times including warehouse, grounds, bins and equipment; cleans up spills immediately; keeps walk areas and exits clear; locks and secures equipment and facility as required; notifies supervisor of problems or needed repairs immediately. 
• Works with and may oversee work of volunteers to complete order processing and customer service, requiring ability to communicate clearly and effectively in explaining procedures or following up with volunteers.
• Demonstrates professionalism and speaks respectfully when interacting with staff, volunteers and the general public. 
• Adheres to all AIB, Feeding America, DOH, DOA and OHSA standards.
• May perform other duties as assigned.

QUALIFICATIONS

• High School Diploma or GED required.  
• Experience in a warehouse environment preferably in the food industry.
• Ability to read and write in English and at a level that is generally accepted as literate. 
• Possess basic math skills including adding, subtracting, multiplying and dividing.
• Must be willing to be certified on all power equipment and have the ability to operate material handling equipment such as dollies and pallet jacks, forklifts, etc..
• Microsoft Office (Excel, Word) preferred. 
• High level of personal integrity and honesty.

WORK ENVIRONMENT

Warehouse environment: extensive walking, standing, bending, stooping, kneeling, pushing, pulling, lifting and carrying items weighing in excess of 70 pounds; operates material handling equipment; regularly exposed to variable weather conditions from mild to extreme heat and cold, fumes, air particles, contact with volunteers and customers; periodically works extended hours.