Manager, Logistics and Fleet Operations

Spoonfuls keeps good food from going to waste. Through food recovery and distribution, education, and advocacy, we work to address the health, environmental, and economic impact that wasted food has on people and the planet. To learn more about our work, visit spoonfuls.org.

Collectively, the Food Recovery Program Team will facilitate and enable the safe recovery and retribution of millions of pounds of fresh, perishable food. The Manager, Logistics and Fleet Operations is responsible for managing Food Recovery Staff (FRS), maintaining a fleet of vehicles, coordinating continuous learning, professional development and improvement opportunities for front-line staff, and overseeing the logistics of the food recovery program. They work closely with all members of the Program team, ensuring Food Recovery and Distributions meets the logistical needs of Spoonfuls’ partners. These responsibilities are divided regionally among staff.

Please attach your resume and cover letter to your job application materials to be considered.

Duties and Responsibilities:

Food Recovery: Daily Logistics

• Plan and communicate daily routes and manage the daily route and vehicle assignment for food recovery staff in the assigned region. Assist staff in finding coverage when necessary and, if needed, complete unstaffed routes and shifts
• Manage the navigation system and daily routes planning for assigned region, ensuring Front Line Staff have the information they need to complete assigned routes and stops; coordinate with other members of the program team to ensure the information in our logistics software is up to date.
• Develop contingency plans and problem solves issues that may arise during assigned routes and communicate with all impacted parties; Respond in a timely manner to issues and concerns related to scheduling and logistics from the food recovery staff
• Take the responsibility for maintaining and making any necessary changes or updates to the routine schedule and navigation system data in assigned region – whether permanent or short-term changes – keeping Front Line Staff up to date, and ensuring partner needs are met by collaborating with other members of the program team
• Regularly audit routes and schedules to ensure they are running as efficiently as possible; seek feedback from front-line coordinators during route reviews to routinely assess routes and efficiency.

Fleet Management

• Maintain an active and updated fleet maintenance schedule in the assigned region, recording completed and upcoming maintenance; use this to inform capital purchasing/replacement strategy; insurance needs; and staying on top of compliance requirements for the state, such as inspection and registration updates.
• Ensure all transportation-related compliance and safety measures are met; including, but not limited to, daily and annual inspections of vehicles; biennial updates to the FMCSA (Federal Motor Carrier Safety Administration); preparing Front Line Staff and vehicles for on-the-road DOT Compliance checks; maintaining Encompass driver and fleet profiles
• Respond to Front Line Staff questions and concerns regarding fleet and ensure concerns are documented and addressed in a timely manner; ensure Front Line Staff maintains appropriate daily vehicle inspection records and respond to all issues in a timely manner
• Ensure all vehicles in assigned region(s) are inspected regularly and also that all vehicles are maintained through a rigorous schedule of preventive maintenance. Ensure reporting Front Line Staff have the necessary information to support inspection and maintenance schedules and ensure proper documentation and electronic records of all vehicle maintenance are properly filed?
• Regularly audit and maintain procedures related to fleet incidents and accidents on the road; work with Administration team to report incidents to insurance and properly report and manage claims; both accident claims for the truck and claims relating to employee injuries (Worker’s Compensation)

Professional Development & Continuing Education

• Design and implement a structured professional development plan for Food Recovery Staff beyond the onboarding period, including opportunities for deeper skill-building and development, renewal of current or acquiring additional certifications, and other training related to the food recovery space
• Regularly evaluate and update training materials and policies to reflect current best practices, regulatory updates, and organizational priorities.
• Facilitate or coordinate the facilitation of regular learning sessions or workshops in team meetings focused on key topics including, but not limited to food safety, food recovery and distribution, environmental impact of work, and nonprofit operations.
• Coordinate with external experts and internal stakeholders to offer ongoing education opportunities, such as guest speakers, online training modules, and cross departmental learning opportunities.
• Solicit and incorporate feedback from Food Recovery Staff to improve training effectiveness and ensure that education initiatives meet evolving operations and professional needs.

Staff Management

• Support direct reports’ daily responsibilities, including inventory tracking, administrative responsibilities, partner relations, and vehicle responsibilities
• Work closely with the Director, Food Recovery Program to recruit, interview, hire, train, and retain FRS
• Attends all meetings including 1:1 meetings, monthly team meetings; and monthly route reviews with FRCs and with Food Acquisition and Beneficiary Managers to improve operational outcomes and addresses any questions or areas of concern
• Maintain DOT-compliant Driver Qualification files at all times
• Conducts bi-annual performance assessments for direct reports

Skills and Expertise Required:

• Commitment to excellence and high level of accuracy, with an ability to manage multiple, competing priorities with flexibility when priorities change
• Proactive, self-starter with proven time and stress management skills
• Well-organized and flexible to adapt to changing circumstances and logistics challenges
• Strong technological savvy, with specific proficiency in MS Office, Google Suite, and a willingness to learn new systems
• Excellent customer service and problem-solving skills
• Impeccable interpersonal and team building skills, with the ability to manage and hold staff accountable
• Communicates clearly and effectively in all oral and written communications
• Familiarity and strong passion for food rescue and food justice issues
• An ability to obtain and maintain DOT physical certification and willingness to drive a 10-12 ft box truck as needed
• A sense of humor, a positive can-do attitude, and the humility to regularly incorporate the feedback of others into work processes
• Ability and desire to relate to and work with various age, economic, racial and ethnic groups of individuals
• Means and ability to travel throughout Massachusetts

Qualifications:

• At least 2-3 years of program and logistics management experience
• Experience working with US DOT regulations strongly preferred
• Driver’s license, with a clean driving record for at least three years
• 2-3 years of experience managing a team of direct reports with a proven track record of developing employees and providing critical feedback

Skills and Competencies required:

• Management and Coaching
• Compliance (Role-specific; DOT and driving)
• Group/Team Facilitation (Training)
• Critical Thinking/Problem-Solving

Hours

Full-Time, Exempt: Must be available 7:00 a.m. – 3:00 p.m., Monday through Friday, though

schedules may vary from day to day.

Benefits

Spoonfuls provides health, vision, and dental insurance through our PEO partner, as well as generous PTO and holiday closures.

Physical Demands

This is largely a sedentary role; however, some filing and materials management is required. This would require the ability to move files, open filing cabinets and bend or stand as necessary. In addition, as a member of the Program Administrative team, there is the expectation to maintain a satisfactory driving record and be in DOT compliance in order to participate as needed in food recovery operations, including conducting ride-alongs, running or filling in on a route, moving the truck to assist with Spoonfuls’ events, and other duties that may be assigned.

Work Environment

This job operates in a professional office environment. This role routinely uses standard office equipment such as computers, phones, photocopiers, and filing cabinets. Some tasks outside the office may be required (attending meetings, attending events, shipping materials, etc.).