Sourcing Coordinator in Houston, Texas at Houston Food Bank

POSITION SUMMARY:

The Sourcing Coordinator is responsible for supporting the Sourcing team's effectiveness by coordinating stewardship activities for donors, maintaining donor and prospect information, and ensuring that donor communications and follow-up actions are completed consistently and on schedule. This role helps ensure new and existing donors receive a positive experience through accurate tracking, timely recognition, and proactive stewardship while supporting the team's sourcing efforts. By providing structure, organization, and accountability across key stewardship and sourcing processes, the Sourcing Coordinator enables Sourcing Managers to focus on relationship building and donor growth.

Adhere to PACT values. (Purpose: Using our strengths passionately to contribute to our mission. Accountability: Choosing to rise above one’s circumstances and demonstrating ownership to achieve results. See It. Own It. Solve It. Do It. Courage: Standing up for what’s right and acting. Transparency: Doing things openly and honestly).

ESSENTIAL JOB FUNCTIONS:

Donor Stewardship

1. Owns execution of the Donor Stewardship Playbook, ensuring all weekly, monthly, quarterly, semi-annual, and annual stewardship activities are completed accurately and on schedule.
2. Maintains the donor recognition program by tracking donor data, recognition levels, mailings, gifts, and annual recognition activities.
3. Researches and prospects potential donors through online research, phone calls, and other outreach methods to identify opportunities and gather information needed to establish new donor relationships.
4. Oversees donor appreciation efforts, including handwritten thank you letters, stewardship campaigns, social media/blog writings, and other donor recognition activities.
5. Maintains and updates donor-facing communication materials, including newsletters, campaign updates, impact reports, donor handouts, and related stewardship resources.
6. Coordinates donor engagement activities including donor recognition events and stewardship-focused donor experiences.
7. Reviews donor activity reports and donation information daily to identify new donors, stewardship opportunities, unresolved follow-up needs, and donor service issues.
8. Recommends improvements to donor engagement, stewardship communications, and donor recognition efforts.

Operational Support

1. Responds to donor inquiries while Sourcing Managers are in the field and provides essential information to Sourcing Managers after, to ensure timely follow-up.
2. Serves as a resource for operational questions, ensuring necessary information is documented and up-to-date, and helping maintain established processes.
3. Maintains donor and prospect information, account history, and supporting materials to help Sourcing Managers prepare for donor outreach, site visits, and follow-up activities.
4. Supports Sourcing Managers with stewardship-related reports, donor research, account information, and department initiatives.
5. Maintains accurate donor and prospect records through ongoing data entry, validation, maintenance, and cleanup activities.
6. Monitors and shares donor, retail, produce, and food industry updates that may impact sourcing activities or donor engagement efforts.
7. Develops and distributes the weekly sourcing newsletter and other internal communications to share donor activity, opportunities, and team updates.
8. Contributes to Procurement department goals, initiatives, and work plans.

SUPERVISORY RESPONSIBILITIES:

This position has no supervisory responsibilities.

QUALIFICATIONS:

Education/Experience:

• Associate’s degree from an accredited college or university; Bachelor’s degree preferred
• 1 year of experience in a related field (i.e., non-profit, database management, fundraising, administrative assistant)
• Bilingual in Spanish and English strongly preferred

Certificates, Licenses, and Registrations:

• Must have reliable transportation, a valid driver’s license, and insurance.

Special Knowledge/Skills/Abilities:

To perform this job successfully, an individual must be able to perform each essential function satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability needed. Reasonable accommodation may be made to enable qualified individuals with disabilities to perform the essential functions. (For best performance, the job holder in this position would be expected to show the right knowledge, skills, and abilities in the listed areas.)

• High level of expertise in Microsoft Word and Excel functions (like Mail Merge and Pivot tables)
• Outlook, Asana, Meal Connect, NetSuite, Power BI, Retool, Scanner
• Ability to work with a diverse population, including the public
• Ability to collaborate effectively with internal stakeholders in support of department goals
• Strong customer service skills and willingness to assist others
• Ability to use best judgment while completing tasks with minimal supervision
• Ability to represent the Food Bank professionally under a variety of conditions
• Strong attention to detail and ability to accurately prepare and maintain files, reports, and records
• Organizational skills in managing projects simultaneously while maintaining a satisfactory work product
• Strong problem-solving abilities
• Ability to adapt to changing landscapes and priorities, without foregoing structure and stability of other duties
• Ability to bring creativity to the role while providing consistency and organization for the team

COMPLIANCE:

Carries out responsibilities in accordance with HFB policies.

REASONING ABILITY:

Ability to apply common sense understanding to carry out detailed but uninvolved written or oral instructions. Ability to deal with problems involving a few concrete variables in standardized situations. To perform this job successfully, an individual must be able to perform each essential function satisfactorily. The requirements listed above are representative of the knowledge, skill, and/or ability needed. Reasonable accommodation may be made to enable qualified individuals with disabilities to perform the essential functions. (For best performance, the jobholder in this position would be expected to show the right knowledge, skills, and abilities in the listed areas.)

COMPETENCIES:

Action-Oriented / Customer Focus / Drives for Results / Priority Setting / Managerial Courage / Interpersonal Savvy / Creativity / Standing Alone / Time Management / Decision Quality / Self-development / Patience

PHYSICAL REQUIREMENTS:

The physical requirements described here are representative of those that must be met by an employee to successfully perform the essential functions of the job. While performing the duties of the job, the employee is required daily to analyze and interpret data, communicate, and remain in a standing or stationary position for a significant amount of the workday; and often access, input, and retrieve information from the computer and other office productivity devices. The employee must regularly move about the office and around the facility, use hands, wrists, and fingers to grip, type, and write. The employee must frequently lift 30 pounds. The employee will need to have the average ability to hear horns, warnings, and alerts associated with a warehouse. The employee must frequently travel to other sites for business.

WORK ENVIRONMENT:

The work environment characteristics described here are representative of those employee encounters while performing the essential functions of this job. While the job is generally performed in an enclosed office environment, the employee is occasionally exposed to wet and/or humid conditions, strong food-related smells, and outside weather conditions. The noise level in the office environment is typically quiet, but the employee will be occasionally exposed to loud noise levels (e.g., horns, fans).

TRAVEL REQUIRED:

Travel is required for this position (up to 10% of the time and on a domestic basis within our 18-county service area).

This role supports hours of operations at the Houston Food Bank facilities, as necessary, and may require flexibility (e.g., times of disaster, community events, company events).

*Is legally able to work in the United States.