Job Description

Austin Community Food Coop

Job Title: Customer Relationship Management Coordinator

Job Type: Contract Position

Location: Chicago, Austin Community (Remote-Hybrid)

Budgetary limit: $10,000.

Estimated Duration: April 2025 - December 2025

Initiative Description

The Austin Community Food Co-Op seeks to empower and uplift the Austin community by providing access to local food through a member-owned grocery store and educational opportunities to learn about food literacy. Our vision is to strengthen the health, wellness, and local economy of the Austin community through cooperation. We value access to a healthy lifestyle, economic and democratic education, collaboration, integrity, equity, and solidarity. 

Project Scope & Objectives

The Austin Community Food Co-op is seeking proposals from qualified vendors/consultants to build and manage our Customer Relationship Management (CRM) system using DonorDoc. Our goal is to develop a CRM system that centralizes all grocery owners' contact information, tracks owner share payments, and streamlines communication with our owners.

The selected vendor/consultant will be responsible for:

• CRM Implementation : Set up and configure DonorDoc to meet our organizational needs, which includes but not limited to:.
• Customization & Integration : Customize DonorDoc features to optimize member and donor data management and integrate with existing tools (e.g., email marketing, payment systems).
• Data Management : Ensure data accuracy, security, and compliance with relevant privacy regulations.
• Automation & Workflows : Set up automated communication and workflow processes for member interactions, event registrations, and donations.
• Reporting & Analytics : Develop customized reporting dashboards to track key metrics and insights.
• User Training & Support : Provide training for board members and personnel. Provideongoing technical support to ensure smooth adoption and usage.

Technical Requirements

• DonorDoc Platform : Must have experience with the DonorDoc CRM system.
• Data Management : Ability to structure and organize member/donor data to ensure clean, actionable insights.
• Integrations : Knowledge of integrating DonorDoc with other platforms, such as email services (e.g., Mailchimp), payment processors, and social media channels.
• Security : Ensure all data management adheres to best practices for security and privacy compliance.

Proposal Requirements

Interested vendors/consultants should include:

• A brief company or consultant overview, including relevant experience with DonorDoc or similar CRM systems.
• Case studies or examples of previous work involving CRM implementation or management.
• A detailed project plan, including timeline, key milestones, and deliverables.
• A comprehensive budget estimate, including licensing, implementation costs, and ongoing support.
• References from past clients or similar CRM implementation projects.

Selection Criteria

Proposals will be evaluated based on:

• Experience : Proven track record with DonorDoc or similar CRM systems.
• Approach : Clear, detailed plan for DonorDoc implementation and management.
• Cost : Budget alignment with project needs and available resources.
• Timeline : Feasibility of the proposed timeline.
• References : Positive feedback and successful outcomes from past clients.

Budget Constraints

This is a grant-funded project with a budgetary limit of $10,000.

Submission Guidelines

• All proposals must be submitted by March 21, 2025.
• Proposals should be submitted via email to dwilliams@austincomingtogether.org in PDF or Word format.
• For questions or additional information, please contact Dearra Williams at austincomingtogether.org

We look forward to reviewing your proposal and working together to enhance the effectiveness of our CRM system.

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