Lead Sales Coordinator

University of British Columbia

Staff – Non Union

Job Category
Non Union Farm Workers

Job Profile
Non Union Salaried – UBC Farm Staff Lead Coordinator

Job Title
Lead Sales Coordinator

Field Technicians Centre for Sustainable Food Systems at UBC Farm Faculty of Land and Food Systems

Compensation Range
$5,098.45 – $5,938.96 CAD Monthly

Posting End Date
December 12, 2023

Note: Applications will be accepted until 11:59 PM on the day prior to the Posting End Date above.

Job End Date

This position is expected to be filled by promotion/reassignment and is included here to inform you of its vacancy at the University.

Job Summary
The Lead Sales Coordinator leads the sale and distribution of UBC Farm products. Sales and distribution channels supervised by the Lead Sales Coordinator include public market sales, a Community Supported Agriculture (CSA) program, sales to food service providers (wholesale), and donations to community organizations.

Organizational Status
Reports to the Farm Operations Manager. Supervises a team of part-time and/or seasonal sales employees, including a Market Sales Coordinator, a CSA Coordinator, a Wholesale Assistant, and several Market Sales Workers. Liaises with Field Coordinators to plan crop planting and harvest based on anticipated yield and market demand. Works in a collaborative environment with other staff at the UBC Farm, the Centre for Sustainable Food Systems (CSFS), and the Faculty of Land and Food Systems. Sales and distribution activities supervised by the Lead Sales Coordinator support the academic mission of the CSFS by generating operating revenue; by creating opportunities for research, training, and community engagement; and by generating long term harvest, yield, and sales data sets.
Work Performed

  • Responsible for the coordination of processing, storage, sale, and distribution of agricultural products through a balanced mix of scale-appropriate venues including farmers’ markets, direct sales, donations, and a CSA produce box program.

  • Oversees in-house database by maintaining, monitoring and manipulating high volumes of harvest, sales, yield, and inventory data.

  • Responsible for the coordination of weekly harvest planning based on market demand and product supply.

  • Oversees, monitors, and ensures the implementation and enforcement of best management practices for produce processing and handling. Through these actions, the technician optimizes the nutrient content, shelf life, and food safety of products grown and sold by the farm.

  • Develops, maintains and ensures implementation of a food safety plan.

  • Develops and maintains standard operating procedures for sales and food safety activities.

  • Provides practical training to new employees, practicum students, career placement students, and volunteers on food safety practices, database management, sales, and processing activities.

  • Initiates, develops and maintains partnerships with on- and off-campus stakeholders to identify and develop potential new markets for farm products.

  • Procures supplies for crop harvesting, washing, packing, storing, selling, and delivery.

  • Performs point of sale (POS) training and compliance with UBC Finance and PCI (Payment Card Industry) policies and procedures.

  • Acts as Primary Floor Warden for harvest and processing areas; ensures areas are kept safe, clear of hazards, well-organized and maintained.

  • Assists the Farm Operations Manager with annual farm reports of production and sales activities.

  • Performs quantitative analyses of sales, yield, and harvest data to inform sales and production decisions.

  • Communicates with customers in-person, via phone, and e-mail.

  • May occasionally perform essential site staffing duties such as seedling watering and poultry care on weekends.

  • Performs other duties as required.

Consequence of Error/Judgement
The Lead Sales Coordinator is a representative of the CSFS at UBC Farm and the Faculty of Land and Food Systems. This individual’s approach and delivery of information in dealing with the general public and a variety of site users present at the UBC Farm site reflect on these units. Therefore, ensuring a high regard for professionalism, safety, and adherence to UBC policies is of considerable importance. When operating vehicles and equipment, poor judgment of the operating conditions, failure to defer problems to supervisors, and failure to abide by standard procedures can result in injury or death. Safety orientations and training will be provided before the assignment of tasks that require the use of such equipment. Day-to-day decisions regarding farm product processing and sales have a considerable impact on the financial viability of the UBC Farm and the quality of the research and academic programming at the CSFS. The Lead Sales Coordinator has a high degree of responsibility for maintaining accurate harvest and sales records, achieving sales targets, and ensuring that best management practices for produce processing and handling are followed.
Supervision Received
Reports to the Farm Operations Manager. Works under minimum supervision; receives specific instructions only on unusual problems or on matters which depart significantly from established policy and procedure. Must show a significant degree of autonomy and be able to make day-to-day decisions independently. Will review major decisions with and refer high-impact decisions to the Farm Operations Manager.
Supervision Given
Supervises a team of part-time and/or seasonal sales employees, including a Market Sales Coordinator, a CSA Coordinator, a Wholesale Assistant, and several Market Sales Workers. May provide administrative supervision to other employees, including providing input into staff selection and performance evaluation.  

Working Conditions

Work takes place both indoors and outdoors, in the field, processing area, walk-in coolers, farmers markets, the UBC Farm Centre office, and driving in an urban environment for produce deliveries. The Lead Sales Coordinator is required to work in all weather conditions. Shared indoor office space is provided at the UBC Farm, though the Lead Sales Coordinator will be required to communicate with other UBC Farm staff to avoid space conflicts. When special events or circumstances require, work will be performed after normal business hours. A Tuesday through Saturday work week is required for most of the year.

Minimum Qualifications

Completion of a university degree or technical program in a relevant discipline and a minimum of 3 years of related experience, or an equivalent combination of education and experience.

Preferred Qualifications

  • Experience with produce management with demonstrated knowledge of local and organic agricultural production practices and trends.

  • Experience with direct farm sales operations and project coordination.

  • Demonstrated ability to provide practical and theoretical instruction in a small group or one-on-one setting.

  • Familiarity with on-farm food safety best management practices.

  • Ability to communicate effectively verbally and in writing.

  • Ability to work effectively independently and in a team environment.

  • Strong interpersonal skills with the ability to provide quality service to customers in a courteous, patient manner.

  • Ability to exercise tact and discretion.

  • Ability to prioritize, adapt and work effectively under pressure to meet deadlines.

  • Ability to effectively train, supervise, and motivate workers and volunteers.

  • Strong organizational skills.

  • Ability to manage and manipulate data using Excel (at an intermediate level such as constructing pivot tables) and accounting programs such as Simply Accounting or Freshbooks.

  • Ability to operate, program and extract relevant data from point of sale (POS) systems.

  • Ability to operate a normal range of office equipment and software (i.e. MS Office Suite, WordPress).

  • Must be in good physical shape and able to lift and carry 45 lb produce crates repetitively.

  • Basic facility and equipment maintenance skills.

  • Food Safe Level 1 or Market Safe Level 1 (or willingness to obtain).

  • Valid Class 5 Drivers License and clean driving record.

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