Farm Administrative Assistant

The Farm Administrative Assistant will support the Farm Manager with reporting, asset and maintenance tracking, inventory, and other administrative items. This role is responsible for all organic certification paperwork, processing, testing, and reporting. Core Duties & Responsibilities: Record Updates & Record Management Update farm planting, farm usage, and farm yield reports in AgWorld. Perform monthly well meter readings and update monthly company logs and input readings on NDWR website. Monthly hay inventory counts include reporting any damaged hay on inventory tracker. Daily updating of BOL loads on sales tracker, enter transactions in AgWorld. Scan BOL’s and upload accounting in designated areas on a daily basis. Harvest loads per cutting in AgWorld and on our Harvest + Sales by Pivot-Cutting log. Enter daily farm events from Outlook calendar into activities in AgWorld for tracking. Weigh Scale Procedures & Operation Coordinate with trucking dispatch(es) to build daily schedule for hay trucking arrival and loading. Work directly with hay buyers to schedule hay trucks that do not work with a dispatch company. Coordinate daily with the farm team for loading scheduled trucks. Operate the truck weigh scale, including weighing trucks and producing Bill of Ladings (BOL), and provide truck drivers with appropriate copies of BOL and scale tickets. Work with the Farm Manager on any customer issues or concerns to maintain healthy customer relationships. Maintain cleaning inspection under truck scale on a weekly basis and report any build up to the farm manager to schedule cleaning. Tracking, Testing and Organics Certification This role is responsible for maintaining and tracking all organic certification paperwork. Direct communication with NDA for yearly organic certification and audits. Create cutting and Pivot Stack Tags as needed throughout the season. Moisture testing of bales with high moisture readings. Pull hay samples for testing per cutting. Soil testing. Water testing. Report all test results to the management team. Work with management teams on any remediation plans and submit paperwork to all agencies required. Purchasing & Receiving Act in conjunction with the Farm Manager and the procurement department by assessing needs and tracking completion of purchases through delivery. Forward miscellaneous receipts, track invoices, generate Bills of Lading’s for customers and truck drivers, and scan BOL’s and scale tickets to accounting daily. Asset and Maintenance Tracking Work directly with the management team to track farm assets, including farm equipment, farm assets, tools, etc. Ensure all vehicles, pivots, farm machinery, and implement maintenance are entered into Bolt. Assist with tracking incident reports for the farm team. Other Duties Clerical duties, including filing, word processing, scanning documents, etc. Assist with other duties as needed. Assist with operating equipment and machinery when necessary. Clean up and organize the shop, break areas, and scale house restrooms. Job Requirements & Success Factors Previous administrative support experience, preferably in a farm, agricultural, or operational setting. Demonstrated ability to perform data entry accurately and efficiently while maintaining close attention to detail. Proficiency in Microsoft Outlook, Excel, and Word, including entering, organizing, and reviewing data in spreadsheets as well as basic math skills. Ability to quickly learn and confidently use new software programs, databases, and digital recordkeeping systems. Strong organizational and time management skills, with the ability to prioritize completing tasks and meet deadlines. Clear written and verbal communication skills. Strong accountability, initiative, and follow-through, including the ability to work independently and ask questions when clarification is needed. Valid driver’s license. Key Success Factors: Data accuracy: Consistently enters complete and accurate in…

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