Farmlink Project People & Administration Associate Remote · Full time Company website

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Each year in the United States, billions of pounds of food go to waste while over 47 million Americans experience food insecurity. The Farmlink Project is a national nonprofit that connects farms with surplus produce to hunger fighting charities feeding communities in need, reducing carbon emission. In just six years, we have rescued and moved over 500 million pounds of food.

Who we’re looking for

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, and 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

Compensation and 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