Company description

American Farmland Trust is a national organization dedicated to protecting agricultural lands and promoting sustainable farming practices. Founded in 1980, AFT has protected over 6.5 million acres of farmland and supports farmers through various programs, including Smart Solar and Farmer and Rancher Services. AFT is committed to enhancing farm viability and farmland access, and it offers a holistic approach to agriculture, focusing on land, practices, and the people who work the land.

Job description

Duties and Responsibilities
TheAssociateworks across AFTs Smart Solar and Farmer and Rancher Services programs to manage contract administration, invoice and payment tracking, and operational systems. This position does not perform accounting functions or execute payments; it ensures that theprogramteamscontracting and financial tracking are well-documented, accuratelymaintained, and continuously improving.
Contract Administration
• Coordinate the full lifecycle of incoming and outgoing contractsfrom initiation through execution, amendment, and renewalacross 100+ active contracts annually, including client service agreements, vendor contracts, and subcontracts.
• Manage the divisions use ofContractWorks,maintaininga current and accessible contract library for Smart Solar and FRS program staff.
• Serve as the divisions primary resource on contract administration workflows, providing guidance on documentation requirements, process steps, and compliance with organizational policies; coordinate with AFTs national administrative and legal teams on contract questions and escalate issues to supervisors asappropriate.
• Develop andmaintainstandard operating procedures for contract management across the Smart Solar and Farmer and Rancher Services Divisions.
Invoice and Payment Tracking
• Track 250+ invoices annually across Smart Solar and FRS, covering both receivables from clients and payables to service providers and contractors.
• Coordinate documentation for 500+ payments annually, ensuringaccurateprogram-side records aremaintainedinSutisoftand Monday.com.
• Confirm that invoices aresubmitted, received, and routed correctly in coordination with program staff; troubleshoot payment status questions with vendors, clients, grantees, and AFT Finance; escalate discrepancies and unresolved issues to supervisors asappropriate.
• Support the development of program-side payment schedules, projections, and financial summaries from contract and invoice records.
• Support internal reporting, grant documentation, audit readiness, and year-end financial close through organized and up-to-date financial tracking records.
• Maintain a clearalignment with butseparation between program-side initiation and tracking and the accounting and payment execution functions, which remain with AFT Finance.
Systems Development and Operations
• In alignment with the procedures and systems led by AFT Finance and administration, lead the design and ongoing optimization of the divisions contract and invoice tracking systems, building or adapting workflows in Monday.com,Sutisoft, SurveyMonkey Apply, andContractWorksto improve accuracy and support divisional reporting; integrate AI-assisted productivity tools, including Microsoft Copilot and Claude, into operational workflows.
• Identifyand implement process improvements that reduce bottlenecks and strengthen the divisions operational capacity; develop and update standard operating procedures as systems evolve.
• Monitor data quality across operational systems and produce regular reports for division leadership and program staff.
• Represent the divisions in AFT-wide operational conversations and working groups as relevant.
General Operations Support
• Serve as the divisions primary day-to-day point of contact with AFT Finance on contract and invoice workflows.
• Coordinate scheduling for division meetings and provide logistical support for team events and convenings.
• Support onboarding ofnew staffand contractors within the divisions, including documentation coordination, system access setup, and orientation materials; compile and organize operational data for internal reporting to program staff and division leadership.
• Provide administrative support to staff as directed by the supervisor.
This is not necessarily an all-inclusive list of job-related responsibilities. Management reserves the right to revise the job or require other or different duties to be performed as assigned.
Qualifications
Required
• Organized and detail-oriented, withdemonstratedability to manage high volumes of concurrent records accurately and independently.
• Understanding ofbasic accounting principles, systems, and terminology.
• Experience coordinating contracts or tracking financial documentation at volume in a professional setting.
• Demonstrated ability to prioritize multiple tasks, follow through with limited supervision, and adapt to changing deadlines and requirements.
• Proficiencywith project management, database, or contract management software.
• Excellent written and verbal communication skills.
• Demonstrated openness to adopting AI-assisted productivity tools as a core part of daily work.
• Commitment to AFTs mission of protecting farmland and supporting farmers and ranchers.
Preferred
• Familiarity with Monday.com,Sutisoft, orContractWorks.
• Experience in nonprofit program administration or agricultural and conservation organizations.
• Experience supporting federal program contracting or documentation (NRCS, EQIP, or similar).
• Familiarity with AI productivity tools such as Microsoft Copilot, Claude, ChatGPT, or Gemini.
• Basic understanding of agriculture practices and the producers AFT serves.
Education & Experience
A bachelors degree and a minimum of 5 years of relevant experience in operations, contract administration, program coordination, or a related field; or 7 years of relevant experience in lieu of a degree.
Working Conditions & Travel
This is a full-time remote position. Occasional evening or weekend work may berequiredto meet deadlines. Occasional travel to in-person AFT staff meetings or divisional events is expected.
Degree of Supervision Received
TheAssociateworks under the general supervision of theSenior Manager ofGrantmaking, andworks closely with theNational Farm Viability Managing Director, with increasing independence as systems and workflows areestablished.
Degree of Supervision Given
This position does not supervise staff but serves as the divisions primary resource on contract and invoice workflows,providingprocess guidance to the Smart Solar and FRS Divisions.

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PI285472567

Compensation

this position is: salaried, varies DOE, $70,000.00 - $75,000.00

Application instructions

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Deadline

no deadline