Food Sourcing Specialist

Position Summary

The Food Sourcing Specialist is responsible for seeking out, building, and maintaining excellent relationships with new and existing food donation partners, developing programs with donors to secure high-quality, nutrient-dense, and culturally relevant food donations that meet organizational needs, and collaborating with other departments to achieve strategic goals. This role plays a critical part in ensuring equitable access, food justice, and healthy, consistent offerings for the communities Food Lifeline serves. Additionally, the Food Sourcing Specialist supports the general Food Resources team functions as needed.

Essential Functions

Donor Relationship Management

1. Act as an ambassador for Food Lifeline by demonstrating the social and community impact of working in partnership as a food donation partner.
2. Manage dynamic relationships with a portfolio of food donors in our region, focusing on securing donations of nutrient-dense foods, fresh local produce, protein items, and culturally relevant foods to meet Food Lifeline’s program needs.
3. Cultivate, enroll, and engage donor partners through ongoing stewardship via phone, email, and in-person visits.
4. Act as a relationship manager with food donors to understand their unique business model, capacity, and donation goals, ensuring alignment with agency partner needs and equitable distribution priorities.

Administrative and Logistics

1. Research and analyze food industry trends along the supply chain within our service region to strengthen and diversify Food Lifeline’s network of food donation partners.
2. Facilitate donations by coordinating with Food Lifeline Operations staff to ensure efficient product flow, logistics, and service — including truckload donations, repacking into 40 lb. cases, and coordination with secondary produce markets.
3. Communicate donation details to appropriate staff for inclusion in the online ordering system and other external-facing communications, ensuring healthy and consistent offerings for partner agencies.
4. Maintain accurate documentation including, but not limited to: contact information, Ceres database entries, tracking spreadsheets, program guidelines and procedures, and reports.
5. Complete reporting for multiple donation programs at varying intervals (weekly, monthly, quarterly, annually).
6. Collaborate with cross-departmental teams to share donor and donation details that enhance donor service and improve food distribution to communities experiencing hunger.
7. Implement and track initiatives in the strategic donation plan, including demand forecasting, and keep the Director informed of progress.
8. Consistently communicate with Food Resources team members on inbound donations, donor relationships, and relevant information to facilitate excellent donor service and efficient movement of food through Food Lifeline’s supply chain.

Secondary Functions

• Collaborate with the Director of Food Resources to develop strategic initiatives, annual plans and goals, and annual department budget recommendations.
• Coordinate with the team on donor appreciation and retention, generating monthly thank you letters and recognition plans.
• Curate food donor stories for the marketing department to share with internal and external stakeholders, emphasizing the role of equitable access, community partnerships, and food justice.
• Attend meetings and actively participate in internal committees and workgroups as required.
• Collaborate with Marketing & Communications to develop public outreach efforts and donor related collateral.
• Live and enact the organizational culture and values, serving as a model of Food Lifeline’s mission.
• Perform other duties as assigned by supervisor.

Job Scope

• Has a moderate level of work complexity.
• Performs work with minimum to moderate supervision.
• Decisions are made within policy constraints.
• Responsible for planning and making recommendations to the Director for operational and strategic planning in functional areas.

Supervisory Responsibility: This position does not supervise other staff.

Interpersonal Contacts: Contacts are both internal and external and are usually not sensitive in nature.

• Internal: 30%
• External: 70%
• In person: 40%
• Telephone: 10%
• E-mail: 50%

Specific Job Skills

• Knowledge of food systems, food donation pipelines, and community food distribution practices.
• Knowledge of the produce industry and secondary produce markets.
• Understanding of food systems operations including transportation, logistics, and distribution of donated food.
• General knowledge of food quality thresholds and handling requirements for nutrient-dense and culturally relevant foods.
• Knowledge of food safety handling procedures and regulations.
• Ability to read, write, and communicate effectively in English, including drafting donor communications and reports.
• Understanding of the complexities of serving multicultural communities and the importance of equitable access.
• Ability to analyze data and trends for demand forecasting and reporting.
• Strong relationship-building, negotiation, and stewardship skills for donor engagement.
• Ability to work in a fast-paced environment while managing multiple donor relationships and donation streams.
• Strong attention to detail, follow-through, and organizational skills.
• Ability to resolve or mediate conflicts while retaining composure.
• Ability to work as a member of a collaborative team.
• Skill in using computer software for word processing, spreadsheets, databases, and email.

Education and/or Experience

• Minimum 4 years of experience in donor relationship management, food donation sourcing, product sales and/or marketing, or non-profit program administration required.
• Prior experience working in or with the food industry preferred.
• Must have Washington State Food Handler’s permit or be able to obtain it within 30 days of employment.
• Must have a valid Washington State Driver’s License (or ability to obtain within 30 days of hire) and a good, insurable driving record.

Job Conditions

Work is performed in an office setting with adequate lighting, heating, and ventilation. Regular and

frequent use of a vehicle is required to conduct donor visits. Work requires patience, persistence, and a willingness to pursue opportunities even when initially declined. Professional appearance and demeanor are required at all times. Occasional overtime or weekend hours may be required.

Physical Demands

The position requires continuous talking and listening, both in person and by phone. Extended periods of sitting and computer use are required. Must be able to routinely lift and carry up to 10 pounds. Frequent standing, walking, reaching, and light lifting are required. Requires occasional operation of a vehicle in various weather, road, and traffic conditions.