[Hiring] People & Administration Associate @Farmlink Project

Role Description

We are looking for someone who wants to build a career in people operations and HR, and also who is genuinely excited right now to span multiple functions in support of a growing organization. As Farmlink scales and the need for dedicated in-house HR develops with it, the path we envision for this person is to grow more deeply into that function, with mentorship from the VP F&A and our HR consultant. That said, this job description is the role today and for the foreseeable future. It should excite you as it stands, not just as a stepping stone.

Three skills are non-negotiable, now and always:

• Excellent communicator
• Exceptional attention to detail
• Highly organized

We need these already proven in your work experience. Every responsibility in this role fundamentally depends on them.

Responsibilities

• People Operations / Employee Experience (~50%)
  • Serve as Farmlink's front door for hiring: conduct first-round phone screens, keep candidates informed at every stage, and coordinate interview scheduling across all open roles.
  • Coordinate with our outsourced IT and HR for all onboarding and offboarding logistics.
  • Conduct new hire training on workplace systems and internal processes.
  • Administer the annual engagement survey and pulse surveys end to end, including distribution, reminders, response rate tracking and results compilation.
  • Partner with the VP F&A on integrating learnings from the engagement survey into day to day work.
  • Design and implement recognition moments across the team, including work anniversaries, birthdays, and milestones.
  • Support the VP F&A and HR consultant to coordinate all staff trainings, from scheduling and enrollment to materials distribution and completion tracking.
  • Collect required paperwork, such as policy acknowledgements, from staff and track completion.
  • Coordinate all virtual staff gatherings, including weekly staff meetings, staff celebrations, holiday parties, and similar full-team events.
  • Own the logistics for the annual in-person staff retreat end to end, including venue and vendor coordination, travel and lodging, meals, materials, on-site run of show, and post-event follow-up.
  • Support the VP F&A and HR consultant on other people operations tasks as capacity permits.
• Compliance & Business Administration (~20%)
  • Enter and process accounts payable, concurrently verifying between systems to ensure 100% accuracy.
  • Work with a third party vendor to file multistate charitable solicitation registrations and track renewal deadlines.
  • Prepare, file, and track deadlines for various business registrations and renewals.
  • Maintain the contract register, including renewal dates, owners, and cancellation windows.
  • Support the VP F&A and Senior Accountant on other tasks as needs emerge.
• Workplace Systems (~20%)
  • Serve as the first line of support for the team's day-to-day workplace systems, such as Google Drive and Slack, keeping structure, access, and content current so staff can find what they need.
  • Serve as the day-to-day approver for Farmlink's outsourced IT provider, giving them the green light to resolve staff ticket requests related to workplace systems and escalating anything outside that scope.
  • Maintain the org-wide business applications register, including owners, admins, and integrations with other systems.
  • Research AI and business systems that could improve how a small, remote team works, and document findings and recommendations.
  • In collaboration with the VP F&A, implement new workplace systems and policies and train and support staff on the use of them.
• Frontline Communications (~10%)
  • Cover Farmlink's main phone line and contact inbox, responding to or routing every inquiry to the right owner so nothing sits unanswered.
  • Manage updates to Farmlink’s main phone line so that calls are routed successfully to our team.
  • Monitor the virtual PO box, digitizing and routing mail to the right owner.

Qualifications

• Bachelor's degree in a related field such as human resources or business, or an equivalent combination of education and experience.
• 3–5 years of work experience that has directly made you prepared for a role like this, which could be in human resources, executive support, office management, operations or any role that has demonstrably relied upon the qualifications listed.
• Exceptional attention to detail and accuracy with numbers, dates, and documentation.
• Excellent organizational skills, with the ability to manage many small recurring obligations alongside multiple projects.
• Strong written and verbal communication skills, including professional correspondence with staff, vendors, and the public.
• Self-motivated, with strong initiative and the problem-solving instincts to resolve routine issues independently.
• Demonstrated alignment with Farmlink's values: an insatiable learner, comfortable with change, and a problem solver who brings solutions rather than just observations; leads with trust, builds through partnership, and holds themselves accountable to a high bar of accuracy and integrity.
• Sound judgment and discretion in handling confidential financial, personnel, and legal information.
• Ability to work independently in a remote environment with minimal supervision, and to collaborate across a fast-paced, goal-oriented team.
• Experience with the Google environment and Slack or another communications tool are a plus.

Benefits

• Annual Salary Range of $75,000-$83,000
• Competitive health insurance benefits for employee and dependents
• 401k employer matching
• Life insurance policy
• Unlimited time off policy
• Remote work environment