Reports to:  Vendor Team Manager

Department: Vendor Team

Who are We?

My Hot Lunchbox is a small but ambitious company set for substantial growth over the next five years. We are a service and software company that helps schools across the country offer daily lunches to their students and staff. We partner with restaurants within the school communities we serve. We are passionate about positively impacting the lives of families and school communities by providing a full-service lunch solution that saves time and money. As we expand, we seek a Chief Operating Officer who shares our values and vision to join our leadership team.

What Do We Do?
My Hot Lunchbox is a quick and easy lunch solution that offers a variety of delicious meals, delivered right to schools and camps. We give parents a break from the monotony of packing lunch for their kids daily by partnering with popular restaurants students already know and love!

What Is Our Mission?
Offering high-quality lunches to students and staff, by building relationships with community partners through integrity and innovation.

How Do We Operate?

• With Operational Excellence: Efficient, streamlined, and effective internal processes. Reducing costs and waste while maintaining quality.
• With Grit: Do whatever is in your power to find a resolution – take ownership, be resourceful, and dig deep.
• With Customer Obsession: Be responsive, period.
• The Ecosystem: Recruit, train, develop, and retain talent, vendors, schools, and customers.
• With Integrity: Be our genuine selves to each other and our customers and partners. 
• With Execution: Deliver the right food, quality, and quantity at the right time and location. 

Who Are We Looking For? 

Do you make and retain relationships easily? Are you an empathetic listener who can problem solve? Do you possess the skills to enforce accountability? Are you adept at adapting swiftly and resourcefully? Are you driven by a passion for fostering profitable business outcomes and operational excellence through the cultivation of relationships? If so, this Vendor Relationship Coordinator role might be for you!

Our ideal Vendor Relationship Coordinator (VRC) is:

• A people person. You excel in effective communication both internally and externally, showcasing high emotional intelligence and a keen sense of when to listen.
• A problem-solver. Recognizing the uniqueness of each situation, you bring creativity and excellent decision-making skills to the table. You handle issues that arise with ease and in a timely manner.
• A standard-keeper. Acknowledging that we are only as good as our vendors, you possess the ability to enforce accountability and make tough decisions when necessary.

What Will This Role Be Responsible For?

The Vendor Relationship Coordinator plays a vital role in nurturing partnerships between My Hot Lunchbox and its restaurant partners. This position involves carefully aligning vendors with schools, considering their offerings and specific school requirements. Furthermore, the Coordinator is tasked with the crucial responsibility of onboarding and training new vendors, ensuring strict adherence to My Hot Lunchbox’s policies and standards. Effective communication and collaboration with internal team members are also integral aspects of this role, ensuring seamless coordination to consistently meet client expectations and fulfill vendor obligations.

• Develop and maintain strong relationships with restaurant partners affiliated with My Hot Lunchbox, ensuring positive interactions and fostering long-term collaborations.
• Match vendors with suitable schools based on their offerings, school requirements, and geographical locations, ensuring compatibility and profitability for all parties involved.
• Through established relationships, the VRC will work with vendors to adjust menus based on pricing needs and school feedback. 
• Facilitate the onboarding process for new vendors, guiding them through the necessary agreements and procedures. 
• Conduct training sessions to familiarize vendors with My Hot Lunchbox’s policies, procedures, and quality standards.
• Ensure vendors comply with My Hot Lunchbox’s policies, requirements, and health and safety regulations. 
• Regularly monitor vendor performance to maintain high-quality service standards.
• Proactively identify and address any issues or concerns raised by vendors, schools, or internal team members. 
• Work collaboratively to find effective solutions and ensure smooth operations.
• Monitor vendor performance metrics, such as delivery accuracy, timeliness, and customer satisfaction, to identify areas for improvement and implement corrective measures as needed.
• Maintain accurate documentation for menu update approvals, menu setting and confirmations and other records of issues and changes.

This is a full-time position, working regular business hours (M – F, 8am to 5pm).

Who is Qualified?

• Bachelor’s Degree in Business Administration or Related Field
• CRM system/environment experience
• Strong analytical and problem solving skills
• Excellent follow-up, follow-through skills
• Ability to multi- task and work in a fast-paced, high-volume environment
• Exceptional communication and interpersonal skills, with the ability to build effective relationships with internal and external stakeholders
• Team-player with a positive, proactive attitude and ability to have difficult conversations
• Restaurant background preferred but not required

What We Offer:

• Competitive salary and performance-based incentives
• Comprehensive health, dental, and vision insurance
• Retirement savings plan with company match
• Flexible work hours and remote work options
• Professional development opportunities
• Vibrant company culture centered around our core values