Food Purchasing Coordinator

Overview

Harvard University Dining Services (HUDS) Procurement team supports all dining and hospitality operations across campus. The Food Purchasing Coordinator reports to the Manager of Procurement and is responsible for executing a wide range of tasks to ensure accurate, efficient, and timely acquisition of food and related items. The role supports Food Pro menu management, POS functions, and supplier relationships with responsibilities split between daily procurement functions and Food Pro activities.

The Food Purchasing Coordinator is part of the Harvard University Dining Services (HUDS) Procurement team supporting all dining and hospitality operations across campus. Reporting to the Manager of Procurement, this position is responsible for executing a wide range of tasks to ensure accurate, efficient, and timely acquisition of food and related items. The Food Purchasing Coordinator supports Food Pro menu management, POS functions, and supplier relationships with responsibilities evenly split between daily procurement functions and Food Pro activities.

• Manage daily operations within Food Pro and B-Trees, including system backup, startup, and data entry
• Enter and reconcile sales transactions for catering orders in Food Pro
• Generate and distribute required reports such as Local Cost Summaries (LCS), inventory analysis, pre- and post-cost reports, transfer detail analysis, and share results with relevant stakeholders
• Send monthly HUDS small wares and uniform inventory report to Finance
• Assist Food Pro users with inquiries and user access
• Assist in pulling Food Pro daily orders and reviewing supplier product changes
• Update ingredients and allergies as needed in Food Pro and make recipe updates as requested
• Make menu changes in Food Pro and the “Core” menu as requested and perform menu maintenance and recipe maintenance for special events and during menu building
• Update items in Food Pro for Agilysys POS as requested
• Update Retail and Residential Chef’s Station Recipes as requested (typically weekly)
• Maintain the Food Pro database (e.g., removing unused/discontinued items, ingredient replacements, group setup), including product changes provided by suppliers weekly
• Update pricing for retail locations/ Food Pro calendars and assist with pricing problems and invoice entry errors as requested by the AP Team
• Regularly review and update product nutritional information
• Provide essential operations support during major University events (e.g., Commencement, Reunions)
• Assist Business Application Manager and Procurement Manager with general administrative duties as needed
• Professionally respond to procurement-related phone calls and emails
• Assist buyers in sourcing new products among existing suppliers/distributors
• Set up new inventory items in Food Pro and add items to HUDS campus locations order guides
• Attend internal professional development seminars and training
• Attend supplier meetings as necessary

• High School Diploma required, with three to five years of related experience in the field
• Knowledge of food, beverage, ingredients, and supplier/distributor operations preferred
• Experience in an academic and/or food service environment is highly desirable
• Familiarity with accounting administration
• Proficiency with automated accounting systems
• Demonstrated excellence in communication, organizational, and teamwork skills
• Strong attention to detail and the ability to consistently exercise discretion, independent judgment, and initiative

• Associate’s or Bachelor’s degree preferred

Standard Hours/

Schedule:

40 hours per week

Visa Sponsorship Information: Harvard University is unable to provide visa sponsorship for this position

Pre-Employment Screening: Identity, Education, Criminal, Drug Test

This position has been determined by school or unit leaders that all duties and responsibilities must be performed at a Harvard or Harvard-designated location. Certain visa types may limit work location. Individuals must meet work location sponsorship requirements prior to employment.

Salary Grade and…