Company description

A nonprofit founded in 1973 by a group of visionary farmers and farm advocates, Sonoma County Farm Trails connects our neighbors and visitors alike directly with the local farms that sustain us. We work to ensure that everyone in our community has access to farm-fresh food and other agricultural products from small family farms – which supports the environmental and economic health of our community. Through educational programs, farm tours, community events, and our annual free Map & Guide, we help our community discover where their food comes from. We also provide scholarships to support the next generation of aspiring farmers, as well as to support existing farmers to advance their knowledge. The Gravenstein Apple Fair is our major annual fundraiser.

Job description

Does creating order bring you joy? Are you energized by well-organized spreadsheets, efficient systems, and crossing tasks off your to-do list? Is juggling multiple priorities your superpower? Are you eager to contribute your talents to a beloved community event that supports a high-impact nonprofit organization?

If so, Sonoma County Farm Trails invites you to apply for our new Operations Coordinator position!

With over 52 years of connecting the public to Sonoma County’s vibrant agricultural community, Farm Trails is growing—and we’re looking for a dynamic, detail-oriented, highly organized partner to help take the Gravenstein Apple Fair and our Farm Trails programs to the next level.

As Operations Coordinator, you’ll collaborate with our dedicated team to organize the Gravenstein Apple Fair—our iconic annual fundraiser with a loyal following, robust volunteer base, and experienced planning team. You’ll be responsible for managing all operational logistics, including timelines, master tracking documents, checklists, contracts, and more—ensuring every behind-the-scenes detail runs smoothly. This role also provides administrative support for Sonoma County Farm Trails and the Farm Trails Foundation.

This is a unique opportunity to be part of a mission-driven nonprofit that values bringing people together around good food, good farming, and good fun.

***

Job Title: Operations Coordinator
Reports To: Executive Director
Status: Full-Time, Non-Exempt
Location: Gravenstein Apple Fair/Farm Trails, Sebastopol
Salary: $60,000 - $68,000, commensurate with experience
Benefits: Health Insurance; PTO (sick leave + vacation); Paid Federal Holidays

Job Summary
The Operations Coordinator provides crucial administrative and logistical support for the Gravenstein Apple Fair, the major annual fundraiser for the nonprofit Sonoma County Farm Trails. The ideal candidate for this position is proactive, resourceful, detail-oriented, extremely well-organized, and an excellent communicator (both written and verbal). Responsibilities include tracking and maintaining all the data and logistics for the effective and smooth production of a major public event, including master spreadsheets, service provider contracts, task and team scheduling, supply procurement, inventory management, and office management. Also provides administrative support for other Farm Trails programs and initiatives as needed. This position will work closely with both the Farm Trails Executive Director and Director of Programs & Communications, as well as a large volunteer team.

Duties/Responsibilities
Provides administrative and operations support in the following areas:

Logistics, ​​Data & Resource Management

• Manage event timelines, master calendar, meetings, monthly task lists, and event milestones
• Maintain all internal master tracking documents and spreadsheets
• Coordinate and oversee all aspects of event ticketing
• Coordinate and manage the procurement, inventory, tracking, storage, and delivery of all event-related supplies and merchandise
• Manage the distribution of promotional materials
• Coordinate on-site event logistics, including setup and breakdown, service providers, grounds schedule, and deliveries
• Maintain accurate and up-to-date contact information for all stakeholders and participants, including vendors, volunteers, sponsors, service providers, talent, media, and staff

Administrative & Office Support

• Manage contracts with vendors, entertainers, service providers, and corporate donors
• Build and maintain strong relationships with community groups and partners, including fulfilling deliverables and commitments
• Manage the Apple Core contact list and team communications, including taking minutes at monthly and ad-hoc planning meetings
• Perform general administrative duties such as filing, scanning, copying, mail processing, office supply management, and maintaining well-organized office space
• Manage Accounts Receivable (invoicing and payment collection) for the Gravenstein Apple Fair and Farm Trails
• Support organizational initiatives and perform additional administrative tasks as needed, including support for Farm Trails and the Farm Trails Foundation

Required Skills/Abilities

• Impeccable organizational skills and superlative attention to detail
• Ability to track and manage multiple projects simultaneously and to effectively manage timelines and meet deadlines
• Highly proficient at using spreadsheets to track, sort, analyze, and present data
• Capacity to prioritize tasks, think critically, and identify and resolve problems
• Excellent interpersonal, oral, and written communication skills
• Ability to work flexible hours at times, including some evenings and weekends
• Comfort working both independently and as part of a joyful, fast-moving team
• Willingness to use own vehicle with reimbursement for mileage/gas

Education and Experience

• 2 years minimum professional experience in data management, office management, logistical, administrative, or operational support
• Bachelor or Associate degree in business administration, operations management, project management, or related field preferred
• Experience with small nonprofit organizations a plus
• Google Workspace proficiency required; WordPress a plus
• Familiarity with the Gravenstein Apple Fair a plus
• Interest in and enthusiasm for supporting local food systems and cultivating community

Physical Requirements

• Prolonged periods sitting at a desk and working on a computer
• Ability to stand and walk for prolonged periods
• Must be able to lift up to 35 pounds at times
• Must be able to navigate various areas of the organization’s physical premises and the event site, which has uneven terrain
• Must be able to tolerate variable outdoor weather conditions during the Apple Fair (cold/fog/heat)

Compensation

this position is: hourly, varies DOE, $28.00 - $32.00

Application instructions

Deadline

no deadline