Farm Operations - Administrative Coordinator

Description

Fundamental Objective: The Farm Operations Admin Coordinator plays a critical role in balancing administrative duties with proactive operational oversight, ensuring efficiency and minimizing downtime across the entire farm team. This position supports overall farm operations by managing essential administrative functions, including pre- and post-chemical application reporting, harvest hauling tracking, and maintaining critical records such as purchasing, vendor details, productivity reports, and both paper and electronic files.

Beyond administrative tasks, this role requires strong problem-solving skills, proactive communication, and attention to detail to identify inefficiencies, streamline processes, and escalate issues when necessary. The Farm Operations Admin Coordinator will act as a key point of contact between management, field teams, and vendors, ensuring compliance with safety regulations, optimizing workflow logistics, and driving operational excellence.

Essential Functions:

Administrative & Compliance Support:

1. Manage pre- and post-chemical application reporting to ensure compliance.

2. Track and record harvest hauling and logistics to prevent delays.

3. Maintain detailed records of purchasing, vendor information, productivity reports, and inventory.

4. Oversee chemical and fertilizer procurement & delivery management, ensuring timely availability.

5. Ensure PPE inventory and safety equipment are tracked and distributed appropriately.

6. Assist with work order (WO) management, job safety analysis (JSA), and field reporting.

Operations & Logistics Coordination:

7. Reduce downtime by coordinating schedules, optimizing workflows, and addressing inefficiencies.

8. Track and manage vehicle maintenance and employee transportation logistics (including van scheduling).

9. Work closely with farm leadership to develop core processes, providing clarity and structure for teams ranging from 5 to 200 employees.

10. Monitor day-to-day activities and provide proactive solutions to operational bottlenecks.

11. Ensure timely updates and clear communication between field teams, vendors, and management.

Problem-Solving & Leadership:

12. Identify inefficiencies and escalate issues to farm management before they impact operations.

13. Act as a liaison between departments, ensuring visibility into farm activities and keeping all stakeholders informed.

14. Support the Director and Farm Manager in creating structured processes for increased efficiency.

15. Adapt to changing priorities, working effectively in a fast-paced environment.

Miscellaneous (as assigned)

16. Perform all duties in a safe manner in keeping with the Company’s strong commitment to employee safety.

17. Assist in special projects as needed.

18. Perform other job-related duties that may include working overtime and working weekends as required.

Requirements

Education and Work Experience:

A. High school graduation or equivalent.

B. Two years’ experience in any combination of admin duties.

C. Knowledge of MS Office Suite, with increased focus in MS Excel and Work in organizing company data and reports.

D. Experience with regulatory processes regarding chemical application is highly desired.

Minimum Qualifications:

A. Fluent in English and Spanish is required.

B. Valid California driver’s license: with motor vehicle record approved in accordance with our insurance company.

C. Ability to use logic and reasoning to identify the strengths and weaknesses of alternative solutions, conclusions, and/or approaches to problems.

D. Ability to listen and understand information and ideas presented through spoken words and sentences, and the ability to communicate information and ideas in speaking so others will understand.

E. Ability to read and understand information and ideas presented in writing and the ability to communicate information and ideas in writing so others will understand.

F. Ability to read, write, and speak English including the meaning and spelling of words, rules of composition, and grammar.

G. Ability to learn and understand job requirements and work under general supervision after initial training.

H. Ability to develop specific goals and plans in order to prioritize, organize, and accomplish work.

I. Ability to efficiently communicate with supervisors/managers and peers in verbal or written form.

J. Intermediate level skill in word processing and spreadsheet applications to include creating spreadsheets and formulas.

K. Ability to maintain strict confidentiality of Company information.

L. Ability to work in a multi-company, large volume environment meeting specific deadlines and timetables.