Facilities Assistant Manager / Manager On Duty

Description

Reports to: Facilities Manager 

Pay Level: 7 (Full-time, Salaried Exempt) 

Supervises: Receivers   

Schedule: Sunday 1:00p-9:00p Manager On Duty; Monday-Thursday Mornings TBD

Purpose: To support the Facilities Manager in the effective oversight of the Facilities and Receiving departments, with primary responsibility for the day-to-day supervision and operational success of the Receiving Department. This position ensures that goods are received accurately, safely, and efficiently; that receiving systems and procedures are consistently followed; and that the facility remains clean, organized, and compliant with safety standards. The Facilities Assistant Manager is onsite during most Receiving Department hours to oversee workflow, support staff, and maintain operational continuity at Hunger Mountain Co-op. 

Job Responsibilities 

Customer Service 

• Provide excellent customer service to all internal and external customers, including employees, vendors, and shoppers. 
• Foster a professional, respectful, and solution-oriented receiving environment. 
• Support Receiving staff in maintaining strong working relationships with buyers, vendors, and department teams 

Supervision/Managerial 

• Directly supervise Receiving Department staff, including hiring, onboarding, training, coaching, and performance management in alignment with Co-op policies and procedures. 
• Create and manage Receiving staff schedules to ensure appropriate coverage during delivery hours. 
• Review and approve timecards and submit payroll for Receiving staff. 
• Provide ongoing coaching and daily constructive feedback to Receiving staff. 
• Ensure adherence to receiving procedures, documentation standards, and safety protocols. 
• Administer work problem resolution procedures as required by the collective bargaining agreement. 
• Maintain consistent communication between Receiving, Facilities, Buying, and store leadership. 
• Support cross-training and professional development within the Receiving Department. 
• Serve as the department acting lead in the absence of the Facilities Manager. 
• Serve as Manager On Duty (MOD) on Sunday nights as part of permanent schedule (Manager On Duty job description includes applicable job responsibilities for these scheduled hours.  

Receiving Operations 

• Oversee and participate in the physical receiving of vendor deliveries as needed. 
• Ensure products received are accurate in quantity, quality, cost, ServSafe temperatures are within appropriate range for food safety, and UPC in accordance with purchase orders. 
• Ensure discrepancies (shortages, damages, cost variances, incorrect UPCs, miss-picks) are promptly communicated to buyers. 
• Monitor and maintain proper staging, back-stock organization, and traffic flow in receiving areas. 
• Ensure timely processing of returns and vendor credits. 
• Promote efficient workflow to minimize product bottlenecks and ensure timely movement to the sales floor. 
• Maintain accuracy and compliance within HMC’s computerized receiving systems. 
• Continuously evaluate and improve receiving procedures and efficiencies. 

Facilities & Safety Support 

• Support the Facilities Manager in maintaining a clean, organized, and safe receiving and facilities environment, including all areas owned and rented by Hunger Mountain Co-op. 
• Ensure Receiving staff are trained in and follow all health codes, OSHA standards, and Co-op safety procedures.  
• Conduct regular inspections of receiving areas to identify safety risks and operational concerns. 
• Maintain safe operation of pallet jacks and material handling equipment 
• Report facility-related issues promptly and assist in coordinating corrective action.  
• Provide support for Facilities manager in responding to building emergencies, as needed.  
• Contribute to preventative maintenance and cleaning schedules specific to receiving spaces. 

Planning & Administration 

• Assist in developing and monitoring the Receiving Department budget. 
• Track departmental metrics related to receiving accuracy, shrink, and workflow efficiency. 
• Support implementation of department goals and operational improvements. 
• Assist with major projects and storewide initiatives as directed by the Facilities Manager or General Manager. 
• Perform other duties as assigned. 

Requirements

Qualifications: 

• Demonstrated leadership or supervisory experience, preferably in a receiving, warehouse, grocery, or retail environment. 
• Strong knowledge of receiving procedures, inventory validation, and cost verification. 
• Ability to organize workflow and maintain structured systems in a fast-paced environment. 
• Strong attention to detail and problem-solving skills. 
• Ability to communicate clearly and diplomatically with staff, vendors, and management. 
• Ability to cultivate a supportive and team-oriented work environment while working independently. 
• Ability to manage multiple priorities and meet deadlines. 
• Working knowledge of safety standards and OSHA regulations. 
• Ability to use pallet jacks and light-duty material handling equipment. 
• Ability to lift 50 lbs. regularly. 
• Ability to work a flexible schedule based on business needs. 
• Ability to be physically present onsite during scheduled hours. 
• Sense of humor. 

Physical Requirements 

• Frequent standing, walking, bending, lifting, and carrying up to 50 lbs. 
• Ability to work in fluctuating temperatures (receiving dock, cooler/freezer areas). 
• Ability to safely operate material handling equipment. 

The requirements listed above are representative of the knowledge, skill, and/or ability required. To perform this job successfully, an individual must be able to perform each essential duty satisfactorily with or without reasonable accommodation. The job duties/responsibilities listed in this job description are representative only and not exhaustive of the tasks that an employee may be required to perform.