Lunch Vendor Coordinator

Summary:

To manage the relationship with the various vendors associated with the Hot Lunch Program.

Calendar of Responsibilities:

Summer:

• Menu Development (menus go out 2-3 weeks prior to service start date)
  Explore ideas for menu with existing and new vendors
  Get input from rest of Lunch Team on food choices
  Get input from Lunch Compliance person (currently supplied by vendor)
  Work with PTA Co-presidents to develop prices for entrees and dessert menu items based on vendor costs and PTA budget requirements.
  Finalize and type up menu.

• Budget Forecast (bulk of work in summer)
  Forecast revenue, costs and income by term for PTA Budget with PTA
  Co-presidents
  Assist PTA Treasurer in reconciling actuals to Budget throughout year

• Vendor Contracts (ideally bulk of work in summer)
  Work with PTA Co-presidents to develop vendor contract and cover letter for each vendor.  (Please note: Authorized PTA signature on contracts is limited to PTA Co-president.)
  Review signed vendor contracts as they come back in to ensure that all required components are included.
  Forward completed vendor contracts to PTA Co-president for PTA files.

Beginning of the school year:

• Pink Sheet Submissions (through email system)
  Write up and submit entries to Pink Sheet regarding menu release, start/end dates for each trimester and other lunch communications.

• Order Placement (Timing:  bulk of work at beginning of each term)
  Place orders with various vendors once order from data has been compiled.  A “standing order quantity” should be developed for each vendor which should provide a few extra of each of the entrees on any given day.  This “standing order quantity” should only be changed in cases where an entire grade is out (once or twice a term).  For some vendors, who may not be able to manage short-term changes to the lunch orders, the “standing order quantity” should never be changed.
  Provide vendors with details concerning delivery location, time, invoicing requirements.
  Meet new vendors first week of each term to ensure they are able to find kitchen.
  Post list of vendors, phone numbers, and standing order quantities in kitchen for packing teams (update as needed).

October:  Work with vendors to refine on-line order systems (when applicable) and monitor/fix discrepancies.

• Menu Development for second food session (see above).
• Pink Sheet submissions for second food session
• Billboard notification
• Open on-line order system
• Close on-line order system/reconcile numbers and food quantities
• Begin second session service

February: 

• Menu Development for third food session
• Pink Sheet submissions for third food session
• Billboard notification
• Open on-line order system
• Close on-line order system/reconcile numbers and food quantities
• Begin third session service

Weekly: 

• Invoice Review
• Review all vendor invoices for mistakes
• Follow up with vendors as needed
• Sign correct invoices “Ok to pay” with your signature and date
• Forward to PTA Treasurer for payment
• Generate weekly Audit Reports from database for kindergarten lunch preparation and distribution.
• Collect Daily Check-in sheets and weekly Audit Reports, reconcile any mistakes and give to District Office.

As Needed: 

• Quality of Food Management
• Forward concerns about quality of food to vendors for correction

Helpful Tools and Tips: 

• It is helpful to have spreadsheet and word processing capability, as well as a fax machine for communications with vendors.
  
  
  Questions? Email us at hotlunch@nc-pta.org