Farm Viability Operations Associate

AMERICAN FARMLAND TRUST•Washington, DC

7d•$70,000 - $75,000•Remote

About The Position

The Farm Viability Operations Associate (Associate) supports two divisions that operate under the National Farm Viability Managing Director: Smart Solar℠ and Farmer and Rancher Services (FRS), which includes Prosperity Partners consulting and Brighter Future Fund grantmaking. Across these two divisions, 16 staff guide solar development to protect farmland, award hundreds of grants annually to farmers and ranchers across the country, and provide fee-for-service conservation planning, engineering, and consulting services to farmers, landowners, and solar developers. That work generates more than 100 active contracts, 250 invoices, and 500 payments annually—a volume that requires dedicated coordination to keep organized, accurate, and moving. This is a new position created to meet that need. The Associate will build, adapt, and maintain the systems the divisions rely on to initiate and track contracts and financial activity, serve as the internal resource on contract and invoice workflows, and support the operational needs of staff—freeing program staff to focus on farmers and ranchers.

Requirements

Organized and detail-oriented, with demonstrated ability to manage high volumes of concurrent records accurately and independently.
Understanding of basic 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.
Proficiency with 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 AFT’s mission of protecting farmland and supporting farmers and ranchers.
A bachelor’s 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.

Nice To Haves

Familiarity with Monday.com, Sutisoft, or ContractWorks.
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.

Responsibilities

Coordinate the full lifecycle of incoming and outgoing contracts—from initiation through execution, amendment, and renewal—across 100+ active contracts annually, including client service agreements, vendor contracts, and subcontracts.
Manage the division’s use of ContractWorks, maintaining a current and accessible contract library for Smart Solar and FRS program staff.
Serve as the division’s primary resource on contract administration workflows, providing guidance on documentation requirements, process steps, and compliance with organizational policies; coordinate with AFT’s national administrative and legal teams on contract questions and escalate issues to supervisors as appropriate.
Develop and maintain standard operating procedures for contract management across the Smart Solar and Farmer and Rancher Services Divisions.
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, ensuring accurate program-side records are maintained in Sutisoft and Monday.com.
Confirm that invoices are submitted, 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 as appropriate.
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 clear alignment with but separation between program-side initiation and tracking and the accounting and payment execution functions, which remain with AFT Finance.
In alignment with the procedures and systems led by AFT Finance and administration, lead the design and ongoing optimization of the division’s contract and invoice tracking systems, building or adapting workflows in Monday.com, Sutisoft, SurveyMonkey Apply, and ContractWorks to improve accuracy and support divisional reporting; integrate AI-assisted productivity tools, including Microsoft Copilot and Claude, into operational workflows.
Identify and 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.
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 of new staff and 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.

Benefits

Medical & Prescription Coverage
Dental Coverage
Vision Coverage
Company Paid Life Insurance & Long-Term Disability (LTD)
Voluntary Life Insurance
Flexible Spending Account (FSA) – Healthcare & Dependent Care
Health Savings Account (HSA)
401k Plan
Sick Leave: Regular full-time employees accrue 13 “sick days” per year.
Vacation Leave: Accrue 15 days during the first year increasing by one day per year to 20 days per year maximum.
Holidays: AFT observes twelve fixed holidays and a week between Christmas and New Years off during the year (all offices closed) plus a choice of up to three (depending on hiring month) floating holidays.