Key Responsibilities and Required Skills for Kitchen Logistics Coordinator Assistant

🎯 Role Definition

The Kitchen Logistics Coordinator Assistant is a hands-on operations role that supports day-to-day kitchen supply chain activities. Working closely with the Kitchen Logistics Coordinator and kitchen leadership, this role ensures timely receipt and distribution of ingredients and supplies, maintains inventory accuracy, enforces food safety and quality standards (HACCP/ServSafe), and implements efficient stock rotation and waste-reduction practices. This position requires coordination with vendors, use of inventory and POS/ERP systems, and consistent record-keeping to support forecasting, cost controls, and uninterrupted kitchen production.

Key search terms: kitchen logistics coordinator assistant, kitchen inventory assistant, foodservice logistics, vendor coordination, HACCP, inventory management, POS/ERP, temperature control, waste reduction, supply chain for kitchens.

📈 Career Progression

Typical Career Path

Entry Point From:

Kitchen Assistant / Prep Cook transitioning to logistics-focused responsibilities
Inventory Clerk or Stockroom Associate from foodservice or retail
Receiving Clerk or Delivery Coordinator with experience in perishable goods

Advancement To:

Kitchen Logistics Coordinator / Inventory Coordinator
Procurement Specialist or Purchasing Coordinator (Foodservice)
Operations Supervisor / Kitchen Operations Manager
Supply Chain Analyst (Food & Beverage)

Lateral Moves:

Procurement Coordinator
Inventory Analyst
Receiving Supervisor
Food Safety & Compliance Assistant

Core Responsibilities

Primary Functions

Manage daily inventory operations for the kitchen by counting, reconciling, and recording on-hand stock using POS, ERP, or inventory management systems (e.g., MarketMan, Toast, NetSuite), ensuring accuracy to prevent stockouts and overages.
Coordinate receiving activities for inbound deliveries from vendors and distributors, performing thorough inspections for quantity, freshness, temperature compliance, and damage documentation before accepting shipments.
Maintain strict temperature-control documentation for refrigerated and frozen goods, logging readings, escalating deviations, and ensuring corrective actions meet HACCP and local health department requirements.
Implement FIFO (first-in, first-out) and stock rotation procedures across dry storage, walk-in coolers, and freezers to maximize freshness, minimize spoilage, and support food safety.
Process purchase orders and delivery confirmations in collaboration with Purchasing/Kitchen Logistics Coordinator, ensuring timely ordering to meet production schedules and minimize emergency procurements.
Monitor inventory par levels and consumption trends, perform daily/weekly stock counts, and prepare variance reports with recommendations to reduce food cost and waste.
Prepare and update cycle count schedules, perform cycle counting, reconcile discrepancies, and drive root-cause analysis to improve inventory accuracy.
Coordinate returns, credits, and vendor claim processes for incorrect, damaged, or substandard shipments; maintain documentation and follow up until resolution.
Assist with weekly forecasting and order planning by analyzing historical usage, menu changes, seasonal demand, and upcoming events to optimize inventory levels.
Stage and distribute ingredient kits and prep boxes to production lines according to prep sheets and production schedules to streamline kitchen flow during service periods.
Collaborate with culinary leadership to prioritize essential deliveries and substitute items when supply constraints occur, communicating impacts clearly to chefs and managers.
Conduct routine quality checks on products (appearance, scent, texture) and document non-conforming items; suggest supplier or specification adjustments when recurring issues occur.
Support inbound logistics scheduling by coordinating delivery windows, loading dock access, and vendor parking / sanitation requirements to maintain smooth receiving.
Maintain accurate receiving logs, invoices, and inventory records for financial reconciliation and end-of-period cost-of-sales reporting.
Track and report key metrics such as inventory turnover, shrinkage, receiving accuracy, and food-cost variance to support KPI-driven improvements.
Assist with sanitation and organization of storage areas, ensuring compliance with HACCP, ServSafe, and local health code expectations; schedule and document deep-clean cycles.
Train and mentor kitchen staff on proper receiving procedures, labeling, storage practices, and stock rotation to embed consistent logistics discipline across shifts.
Manage small tools and supplies inventory (e.g., packaging, disposables, cutting boards), maintaining reorder points and cost controls for non-food items.
Support scheduled audits and third-party inspections by preparing documentation, providing access to logs, and addressing auditor queries related to inventory and traceability.
Operate material handling equipment safely (e.g., pallet jack, hand truck); coordinate with third parties for forklift operations when required and ensure operator certifications are observed.
Assist with menu-costing tasks by validating portion sizes, pack sizes, and invoice pricing to support accurate menu engineering and gross margin tracking.
Maintain and update supplier contact lists, product specifications, seasonal substitutions, and lead-times in procurement systems to accelerate sourcing decisions.
Facilitate ad-hoc stock requests for special events, catering orders, and promotional menus, expediting procurement and delivery as needed to meet event timelines.
Participate in continuous improvement initiatives (5S, Kaizen) aimed at reducing waste, improving receiving throughput, and increasing inventory accuracy rates.

Secondary Functions

Produce regular and ad-hoc inventory and receiving reports for operations, finance, and purchasing teams; provide concise summaries and action items.
Support month-end close activities related to inventory reconciliation and assist finance with documentation for auditors.
Assist in vendor performance reviews by compiling delivery accuracy, quality issues, and lead-time data to inform sourcing decisions.
Help evaluate and implement technology improvements (inventory modules, barcode scanning, mobile receiving) to streamline logistics workflows.
Cross-train on related roles (scheduling, procurement, dispatch) to provide coverage and maintain continuity during peak periods or staff absences.
Participate in menu launches and promotional planning meetings to advise on ingredient availability, vendor lead-times, and storage constraints.
Act as a point of contact for delivery drivers and external suppliers to direct receiving, safety protocols, and sanitation requirements.
Coordinate with maintenance to report and follow up on refrigeration, shelving, and dock equipment issues affecting storage integrity.
Support sustainability and waste reduction programs by tracking surplus food, assisting with donation or composting logistics, and reporting diversion metrics.
Contribute to safety culture by reporting near-misses, updating safety checklists, and participating in regular safety briefings.

Required Skills & Competencies

Hard Skills (Technical)

Inventory management and cycle counting best practices for perishable goods and dry inventory.
Proficiency with kitchen POS / inventory / ERP / WMS platforms (examples: MarketMan, Toast, Oracle NetSuite, BlueCart, Upserve) and willingness to learn proprietary systems.
Strong Excel skills (pivot tables, VLOOKUP/XLOOKUP, basic formulas) for reconciliation, forecasting, and reporting.
Knowledge of food safety systems and regulations (HACCP principles, ServSafe certification preferred, local health code requirements).
Experience performing receiving inspections, temperature logging, and product quality assessments.
Familiarity with purchase order processing, invoice matching, and basic cost-control principles.
Ability to use barcode scanners, handheld devices, and digital receiving workflows.
Basic understanding of supply chain/forecasting concepts to support demand planning and par level management.
Experience with vendor coordination, claims, and return processing.
Comfortable operating manual material handling equipment (pallet jack, hand truck) and following safe lifting protocols.

Soft Skills

Strong organizational skills with high attention to detail and accuracy under fast-paced kitchen conditions.
Effective verbal and written communication for cross-functional collaboration with chefs, suppliers, and management.
Problem-solving mindset with the ability to prioritize urgent requests and make practical decisions during disruptions.
Time management and ability to manage multiple tasks and deadlines while maintaining inventory accuracy.
Team-player attitude who can train and influence kitchen staff on logistics best practices.
Adaptability to changing menus, seasonal supply issues, and last-minute event needs.
Customer-service orientation when dealing with internal stakeholders and external vendors.
Initiative and continuous improvement mindset; comfortable proposing process improvements.
Dependable and punctual with a strong sense of accountability for assigned responsibilities.
Basic negotiation skills to clarify discrepancies with vendors and secure favorable resolutions.

Education & Experience

Educational Background

Minimum Education:

High school diploma or GED.

Preferred Education:

Associate degree or certificate in Supply Chain Management, Hospitality Management, Culinary Arts, or Business Administration.

Relevant Fields of Study:

Supply Chain Management / Logistics
Culinary Arts / Hospitality Management
Business Administration / Operations Management
Food Safety / Public Health

Experience Requirements

Typical Experience Range:

1–3 years in a foodservice, hospitality, or warehouse/receiving role with perishable inventory exposure.

Preferred:

2–5 years of progressive experience in kitchen logistics, inventory control, receiving, or procurement within restaurants, catering, foodservice distribution, or hospitality operations.
Prior exposure to HACCP/ServSafe environments and experience with inventory or ERP systems is highly desirable.