Human Resources and Office Coordinator

Human Resources & Office Coordinator

Compensation: starting at $18/hr to train

Budgeted $40-$42,000 per year full time

Schedule

(estimated average 40 hours per week)

Monday - Friday scheduled hours

Saturdays as needed for flex time, or for events

Must be available for morning meetings on site, start time ranging from 6:00-8:00am. Start time 7:00-7:30 am most of the year (seasonal with sunrise).

Must be available start time through 2 pm daily.

Other hours are flexible to schedule meetings, interview, trainings as needed.

Steps to Applying

1) Fill out our application form at https://docs.google.com/forms/d/e/1FAIpQLSdCTsXqvAKdXxSksNJr-EzDKvoGh18NXAYx2WnkqjGDMEXWhA/viewform

2) Once you have filled out the form. Email frogsongjobs@gmail.com with your favorite vegetable and why are you interested in working for a farm?

3) Tell me what days and time you are available for a 20 minute zoom interview.

All our available positions are available https://frogsongorganics.com/about-us/join-our-team/

Requirements

• Completed four-year college degree in any field. We will also consider four or more years in a leadership role in an agriculture or business-related field may to fulfill this requirement.
• At least three years experience in administrative assistant/office manager in a fast paced environment, specifically with at least ten employees and an annual operating budget of at least $1 million.
• Ability to work successfully with people from diverse backgrounds
• Comfortable with being the in-between contact for grievances between management and staff as well as interpersonal employee conflict
• Ability to de-escalate conflict and complaints and find solutions to problems that help everyone
• Previous experience in interviewing, hiring and training staff
• Touch typing required 40 wpm and internet/computer literacy
• Ability to quickly learn new computer programs and use resources (manuals, videos, tech support) to figure things out
• Experience with handling cash and personal information in a careful and secure manner
• Demonstrated ability to advance and take on additional responsibilities at previous jobs
• Demonstrated ability and desire to stick with a job for more than a year
• Job offers are contingent upon satisfactory completion of a background check
• Valid driver’s license and authorization to work in the U.S.
• Ability to be present at work consistently, on time, to start each day
• Exceptional attention to detail and follow-through
• Self-motivated, ability to work both with and without direct supervision
• Ability to communicate effectively, courteously, and professionally using proper spelling, grammar, and punctuation with all staff, customers, and vendors in person, on the phone, and in writing
• Ability to represent the business in a professional and positive manner
• Experience with Quickbooks Online, Google Docs, Gmail, Google Sheets and Excel (can already use formulas and willing to learn pivot tables)
• Interest in making a positive impact on environmental and social issues
• Willingness to work in a non-traditional, rustic office environment. Every day is casual Friday!
• Team player, can-do attitude
• Positive attitude and an optimistic world-view
• Healthy lifestyle, no substance abuse, non-smoker (no tobacco use allowed on site)
• Love to eat veggies
• Able to climb stairs (office is upstairs) and participate in outdoor meetings and operations in all weather.
• Able to lift 40 lbs (to be able to bring packages in or help customers on occasion when needed at the farm)

An Ideal Candidate will demonstrate these qualities:

✔Driven to maintain an accurate and up-to date calendar

✔Detail oriented with regard to paperwork & reporting processes, with exceptional follow-through

✔Can efficiently organize digital and physical documents so others can find them easily

✔ Enjoys working independently and takes pride in their own work

✔ Detail oriented, and also able to see the “big picture” goals

✔ Self-motivated to do a quality job

✔ Thinks through to the next steps of processes to anticipate and prevent issues

✔ High level of follow through (ex. You make a list at the end of each day for tomorrow)

✔ Skilled communicator (ex. If you don’t hear back from someone you need an answer from, you are proactive in reaching out again)

✔ Able to communicate effectively with both English and Spanish-speaking team members

✔ Proficient at using Google Sheets and Gmail suite - can touch type and use keyboard commands

✔ Positive and practical attitude, warm and friendly personality

✔ Careful and considerate with confidential/sensitive information, both for personnel and financial

✔Experience in hiring and interviewing, able to conduct screening interviews to identify quality candidates to join our team

Job Duties

Human Resources Coordination

• Maintain dashboard calendar and staff scheduling, including time off requests, birthdays and anniversary notifications. Make these announcements at morning meetings and lunch.
• Attend team lunches and promote a work culture of camaraderie and cooperation, mutual support and encouragement.
• Track and communicate dietary restrictions for team with cook, and notify a week ahead for birthday cake preferences
• Use Google Sheets “Dashboard” to coordinate daily and weekly goals with all staff
• Weekly hours verification in preparation for payroll and follow up with staff who are missing entries (requires using pivot table and mailchimp email campaign software)
• Develop and post job descriptions to our website, really and social media, review job applicants, use the hiring sheet to track and respond to job applicants, schedule and complete initial screening calls, request background screens, check references, and schedule in person interviews.
• On-boarding for new staff including hiring paperwork, initial orientation and addition of team member to dashboard and daily log
• Help improve the experience and performance of team members over time by better coordination of training, reviews, feedback and consistent implementation of our handbook policies.
• Support Production Manager in submitting H2A seasonal guest worker applications, maintaining required documentation, collecting receipts for travel reimbursement, booking travel.
• Provide assistance scheduling and provide transportation and translation assistance on occasion for medical appointments, etc. to H2A crew
• Coordinate seasonal team gatherings off-site or on-site (holiday party, bonfire, etc.)
• Track pay rate increases and reviews, submit COIs and Term forms and other required documents
• Coordinate and communicate with Market Staff schedules, merch and trainings
• Tracking and communicating training for staff. Making sure that Market staff, employees and drivers are onboarded with relevant training materials, work with Market Coordinator to achieve this goal
• Conduct Food Safety for new employees and site orientation
• Look for opportunities for trainings and tools for workforce development

General Business Administration & Office Coordination

• Provide guidance & supervision to admin team, work directly with team leads and managers to to achieve our daily and long-term goals
• Participate in team-wide morning meetings daily and follow up with team members as needed
• Bring information to the meeting to help facilitate the team’s experience and understanding of what we do. Please plan on highlighting some strong points for individual team members and the team as a whole as well as any challenges that need to be addressed. Bring positive feedback and opportunities for improvement, share community events, safety trainings, etc.
• Be able to answer phone and emails and provide professional and friendly customer phone service when other staff are not in office
• Notify appropriate staff when vendors, visitors, or customers arrive at farm
• Communicate schedule variances with involved team members and solve daily staffing challenges on the farm
• Participate in keeping physical office clean and organized, with support from admin staff
• Participate in occasional on-farm events on weekends or evenings (2-3 times per year)
• Participate in at least two of our farmers markets and rotate through various parts of the farm including field production, packing, and distribution (truck routes), to have an understanding of the entire operation as part of on-boarding and training. Be willing to do each role at the farm to be able to provide guidance to team members doing their jobs.
• Support special projects on the farm on coordination with managers
• Have a clear understanding of basic bookkeeping and financial procedures to be able to fill in if bookkeeping staff is out of office.

Financial & Legal Responsibilities
Order office supplies; Shop around to help our business save money on regular expenditures including developing a calendar for scheduled comparison process on various vendors for the farm

• Schedule monthly meetings to review labor budget, and share reports with the management team.
• Participate in weekly Admin meetings (currently Wednesdays)

Our farm produces and distributes healthy food for individuals at farmers markets, grocery stores, and the best restaurants throughout Northern and Central Florida. This position helps the farm by recruiting, interviewing, hiring, onboarding, training and scheduling team members to help achieve our goals. The HR & Office Coordinator helps support our team leaders and all team members by being available to help resolve conflict, identify training needs and resources, and follow up on HR processes to help maintain a consistent and effective human resources program. Our team members are our number one resource, and labor is our biggest expense at the farm. This is an important role for our farm’s continued success serving the community within our values of balancing human, economical, and ecological resources for sustainability.

This position is for someone who naturally balances care and compassion for people with the practical, day-to-day needs of operating an agricultural business. We are seeking someone who is passionate about organic farming and a healthy lifestyle, enjoys running an office and providing administrative support for a team, and enjoys the challenge of keeping operations of a business running smoothly in a non-corporate environment. Pathways for advancement over time include to GM (General Manager) for the right candidate.

Benefits

• Take pride in doing work that feeds our community healthy food
• Tips sharing program pooled with all team members
• Family style prepared team lunch provided once a week
• Teammates are invited to pick their own produce on the farm.
• Teammates have access to the Free Farm Food section of our cooler.
• Full time team members earn $50 per pay period in credit on our online store, . Teammates are encouraged to login and make an account so that they can shop as our customers for produce, jams, teas, honey, eggs, and pasture raised meat.
• 40 hours per year paid sick leave to care for yourself or a family member/loved one for full time
• Monthly health care stipend for workers over 25 hours per week
• Paid vacation starts at two days per year and increases over time, and can be negotiable based on actual hours worked in the salaried position.
• Additional time off/unpaid vacation is negotiable, in coordination with other staff.
• Budget for training/professional development for HR related coursework.

Job Type: Full-time

Pay: $18.00 - $21.00 per hour

Expected hours: 30 – 40 per week

Benefits:

• Employee discount

Schedule:

• 8 hour shift
• Weekends as needed

Experience:

• Human resources: 2 years (Required)

Language:

• Spanish (Required)

Ability to Commute:

• Hawthorne, FL 32640 (Required)

Work Location: In person

Salary : $40,000 - $42,000