People Strategy, Equity, and Culture

Food and Vending Operations Coordinator

Title: Food & Vending Operations Coordinator
Class: Classified
Exempt Status: Non-Exempt
Grade: 18

Nature and Scope of Work

Under direction of the Food Service Manager, the Food & Vending Operations Coordinator is responsible for overseeing vending and food service operations, with an emphasis on financial reconciliation, vendor coordination, and catering logistics. This role supports food service operations across district campuses, ensuring efficient vending services, catering coordination, and budget management.

The incumbent serves as a key operational contact for vending and catering functions, working with vendors, campus food service teams, and customers. The role requires strong organizational, financial, and customer service skills, with a combination of administrative and limited physical duties. Work results impact financial accuracy, service quality, and operational efficiency.

Principal Accountabilities

Vending Operations

  1. Reconcile cash from vending machines with product sales; investigate and resolve discrepancies.
  2. Prepare weekly and monthly profit/loss reports for vending operations.
  3. Process vending invoices, track payments, and ensure timely vendor reconciliation.
  4. Coordinate vending machine repairs and service needs with external vendors.
  5. Place orders for vending machine products and parts as needed.
  6. Maintain vending refund banks at designated locations.
  7. Act as a backup for vending route duties in cases of staff absence (limited to coverage needs).

Food Service & Catering Coordination

  1. Plan and schedule catering services for district campuses, including menu selection, logistics, pricing, and billing.
  2. Work with campus Food Service Supervisors to coordinate catering staff and operational needs.
  3. Track catering financials, including invoices, payments, and budget monitoring.

Financial & Administrative Duties

  1. Gather and analyze financial data for district-wide food and vending services, ensuring accurate financial reporting and reconciliation.
  2. Process and track invoices, reconcile vendor statements, and resolve discrepancies with Accounts Payable.
  3. Provide general administrative support, including answering inquiries, record-keeping, and filing.
  4. Other duties as assigned.

Work Environment

Work is primarily performed in an office environment with occasional visits to vending sites. Limited physical duties, including occasional lifting, pushing food carts, and reaching vending machine shelves when covering route duties. May involve occasional exposure to inclement weather when assisting with vending route coverage.

Minimum Qualifications

High school diploma or equivalent. One year of experience in food service operations, vending services, or financial coordination in a related environment, or equivalent experience.

Ability to lift and push food carts when performing vending route backup duties.

Knowledge, Skills, and Abilities

Knowledge of:
  • County/State/Federal health and safety codes pertaining to commercial food service operations;
  • Word processing, spreadsheets and database applications;
  • Scheduling software;
Skills in:
  • Customer service practices;
  • Working individually and as part of a team.
  • Organization, accuracy, and attention to detail;
  • Problem solving and conflict resolution;
  • Interpersonal partnerships;
  • Public relations;
  • Record keeping;
  • Leading, training, and coordinating the work of others in a team environment.
Ability to:
  • Operate a variety of office equipment;
  • Engage effectively with an ethnically and culturally diverse population;
  • Effectively communicate in oral and written form with a range of groups including faculty and students whose first language is not English;
  • Work independently.
  • Work with diverse academic, cultural and ethnic backgrounds of community college students and staff;
  • Learn and apply health and safety regulations.

 

NEW:  6/2025