Administrative Farm Conservation Assistant

Young Living Essential Oils•Mona, UT

3d•Onsite

About The Position

The Farm and Conservation Administrative Assistant/Runner provides multifaceted support by handling essential administrative duties and performing operational tasks that involve the transport of materials and people as well as coordination for Farm and Conservation related events and activities. This role supports departmental leadership through organization, coordination, and communication, while also ensuring timely and accurate deliveries across company sites. Strong initiative, bilingual communication (English and Spanish), and the ability to manage multiple responsibilities in a farm-based environment are critical to success in this position. Sensitivity to Environmental and Conservation issues is recommended to ensure successful representation of company values to our customer base. Essential Functions: Administrative Assistant Functions · Greet and assist visitors, vendors, and job applicants at the farm. · Answer and route phone calls, place outbound calls as necessary. · Sort, respond to, or distribute incoming mail. · Maintain and organize digital and physical business files. · Prepare reports, letters, invoices, and other business documents. · Manage calendar and travel logistics for departmental leaders. · Assist with onboarding of new employees and HR tasks. · Coordinate internal inventory systems (e.g., Leading to Lean) and dispatch schedules. · Provide translation support for Spanish-speaking employees during meetings. · Participate in team recognition efforts and morale-boosting activities. · Order office supplies and arrange meals as needed. · Manage and maintain farm-related contracts using the Gatekeeper ensuring accuracy, timely execution, and renewal tracking. · Oversee and manage the Farm Office budget, including planning, tracking, reporting, and ensuring alignment with operational goals. · Prepare, send, and track invoices related to farm operations; follow up on outstanding payments and coordinate collections as needed. · Reconcile farm-generated revenue by verifying financial data, resolving discrepancies, and ensuring accurate reporting in collaboration with Finance. · Manage petty cash funds by tracking disbursements, maintaining accurate records, and reconciling balances in alignment with company policies and audit requirements. · Assist in planning and participate in farm and conservation related internally and public facing events and outreach activities, including occasional overnight stays at farm and event locations. · Clean and maintain the farm office to ensure a tidy, organized, and professional workspace, including daily sanitation, restocking supplies, and maintaining cleanliness standards. · Lead and coordinate small to mid-scale projects, including task planning, resource allocation, timeline tracking, and communication with internal teams to ensure successful and timely completion. Runner Functions · Operate company vehicles to transport parts, documents, and staff between departments and sites. · Drive to external locations (e.g., distribution center, headquarters, vendors) as needed. · Load and unload deliveries, including trailer operation when necessary. · Inspect vehicle daily (tires, fluids, lights) and maintain cleanliness logs. · Handle shipments and returns through UPS, FedEx, and USPS. · Complete accurate daily driver logs. · Perform routine cleaning of farm office and restrooms; support facility cleaning efforts. · Operate forklift for unloading and handling materials. · Track and manage credit card receipts related to purchases and deliveries. · Support event setup, coordination, and supply management (may include evening/weekend work).

Requirements

Excellent interpersonal and communication skills in both English and Spanish.
Strong time management and organizational skills.
Ability to prioritize tasks and use sound judgment in decision-making.
Familiarity with office software (Microsoft Word, Excel, Outlook, PowerPoint, Teams).
Comfortable working independently and within a team.
Detail-oriented and dependable, especially in documentation and logistics.
Must be personable and adaptable in a dynamic farm and office setting.
High school diploma or equivalent.
Bilingual in English and Spanish (required).
Experience with Wildlife and/or conservation.
1–3 years of administrative experience.
Valid driver’s license with a clean driving record.
Forklift certification (or ability to obtain within designated time frame).
A combination of education and experience may meet these requirements.

Nice To Haves

Prior experience supporting leadership or departmental functions.
Event support and facilities logistics experience.
Previous experience in an agricultural or manufacturing environment.

Responsibilities

Greet and assist visitors, vendors, and job applicants at the farm.
Answer and route phone calls, place outbound calls as necessary.
Sort, respond to, or distribute incoming mail.
Maintain and organize digital and physical business files.
Prepare reports, letters, invoices, and other business documents.
Manage calendar and travel logistics for departmental leaders.
Assist with onboarding of new employees and HR tasks.
Coordinate internal inventory systems (e.g., Leading to Lean) and dispatch schedules.
Provide translation support for Spanish-speaking employees during meetings.
Participate in team recognition efforts and morale-boosting activities.
Order office supplies and arrange meals as needed.
Manage and maintain farm-related contracts using the Gatekeeper ensuring accuracy, timely execution, and renewal tracking.
Oversee and manage the Farm Office budget, including planning, tracking, reporting, and ensuring alignment with operational goals.
Prepare, send, and track invoices related to farm operations; follow up on outstanding payments and coordinate collections as needed.
Reconcile farm-generated revenue by verifying financial data, resolving discrepancies, and ensuring accurate reporting in collaboration with Finance.
Manage petty cash funds by tracking disbursements, maintaining accurate records, and reconciling balances in alignment with company policies and audit requirements.
Assist in planning and participate in farm and conservation related internally and public facing events and outreach activities, including occasional overnight stays at farm and event locations.
Clean and maintain the farm office to ensure a tidy, organized, and professional workspace, including daily sanitation, restocking supplies, and maintaining cleanliness standards.
Lead and coordinate small to mid-scale projects, including task planning, resource allocation, timeline tracking, and communication with internal teams to ensure successful and timely completion.
Operate company vehicles to transport parts, documents, and staff between departments and sites.
Drive to external locations (e.g., distribution center, headquarters, vendors) as needed.
Load and unload deliveries, including trailer operation when necessary.
Inspect vehicle daily (tires, fluids, lights) and maintain cleanliness logs.
Handle shipments and returns through UPS, FedEx, and USPS.
Complete accurate daily driver logs.
Perform routine cleaning of farm office and restrooms; support facility cleaning efforts.
Operate forklift for unloading and handling materials.
Track and manage credit card receipts related to purchases and deliveries.
Support event setup, coordination, and supply management (may include evening/weekend work).