Department Coordinator

About the role

The role is being posted as a I-II and will be filled based upon experience. The role could operate on either a 4-day/10-hour schedule or a 5-day/8-hour schedule. During the farm season, the expectation would be to follow a 5-day schedule to ensure alignment with TLF operations, customer visits, and overall operational needs. Outside of the farm season, a 4-day/10-hour schedule may be considered to provide additional flexibility.

Responsibilities

• Manage and process invoices with accuracy and timeliness, ensuring compliance with internal financial controls and supporting budget discipline.
• Cook up appointments, leadership meetings, conferences, workshops, and seminars, ensuring efficient logistical organization and stakeholder alignment.
• Organize and manage travel and logistics for groups and visitors, ensuring alignment with internal policies and cost-efficiency guidelines while supporting cross-functional needs.
• Collaborate with the Sales team to plan and coordinate customer and visitor site visits, including dinner reservations, on-site catering, gift coordination, and the setup of meeting spaces, materials, and refreshments.
• Support the coordination of visits from customers, out of state leadership and others to Trout Lake Farm operations across East Farm, West Farm, and East Mill, collaborating with Sales, Farm Managers, Marketing, and other areas to ensure proper reception, logistical support, agenda coordination, and a professional experience aligned with organizational standards.
• Plan and coordinate recognition and celebratory events such as Appreciation Day, anniversaries, milestone celebrations, and leadership dinners, ensuring effective organization, budget awareness, and positive employee engagement.
• Coordinate and support the administration of internal surveys, assisting with communication, information consolidation, and logistical support for follow-up initiatives.
• Facilitate and support training initiatives, including logistical organization, participant communication, attendance tracking, and administrative support for development programs.
• Manage the acquisition of promotional items, gifts, and branded materials for events, visitors, and internal initiatives, ensuring alignment with brand standards and cost control.
• Support the management of office supplies, uniforms, and general administrative materials, including ordering, inventory control, copying, filing, errands, and other administrative assignments as needed to ensure operational continuity.
• Provide administrative and organizational support to the GAO Director and the General Manager of Trout Lake Farm, assisting with schedule coordination, preparation of materials, logistical organization, and follow-up on initiatives as needed.
• Contribute to initiatives that promote an organized, collaborative, cost-conscious, and values-driven work environment.

Qualifications

• Ace an Associate’s degree or equivalent formal education, or equivalent experience.
• Experience providing administrative support in a professional setting, utilizing good judgment in communication, time management, and scheduling.
• Demonstrated self-motivator and ability to work with limited supervision.
• Operation of computer, office equipment and related software, including departmental/divisional software programs and develop related skills for future needs.
• Microsoft Office Suite applications.
• Knowledge of departmental, divisional and/or corporate operations.
• Skills To Be Successful In The Role:
• Effectively communicating and presenting data (both verbally and written).
• Bilingual in English and Spanish strongly preferred.
• Ability to think strategically and understand the broader view.
• Capacity to manage multiple concurrent objectives, projects, groups, or activities, making effective judgments as to prioritizing and time allocation.
• Capability to develop and maintain effective and productive relationships, including ability to influence, negotiate effectively and constructively with clients, vendors and peers.