Office Administrator

Job Description

Job Description

General Description:
The Office Administrator provides administrative, financial, and operational support for a diversified grain, cattle, and sod operation. This position works closely with the Virginia Beef Corporation President of Operations, as well as the Star Rock Management Company President of Operations and Controller to maintain accurate financial and operational records and support timely financial reporting, while coordinating with employees, customers, vendors, and other business partners.

This role serves as a key link between the office and field operations in timely and accurate recordkeeping, communications, and filing of key responsibilities. This role also serves as the front of the office handling interactions with truck drivers, vendors, and on-site employees.

Key Responsibilities:

• Operations & Transaction Tracking
  • Track and report sod sales and coordinate sod shipments
  • Monitor and track fuel usage
  • Track and report grain tickets, transactions, inventory, and related documentation
  • Track and report cattle transactions, inventory, and related documentation
  • Provide support of any beef retail sales
  • Maintain crop input inventory, production, and other related documents.
  • Coordinate paperwork and information between the office, operational employees, customers, vendors, and agricultural service providers.
• Accounting & Financial Support
  • Process and maintain accounts payable and accounts receivable records, including invoices, payments, receipts, and supporting documentation.
  • Work closely with the Star Rock Management Company President of Operations and Controller to ensure financial information is accurate, complete, and provided timely for monthly and year-end reporting.
  • Assist with account reconciliations, supporting schedules, data entry, and resolution of discrepancies.
  • Maintain organized financial records and follow up on missing or outstanding information.
• Payroll, HR & Employee Administration
  • Monitor Paylocity for current employees (timekeeping, payroll support, records)
  • Complete new-hire paperwork and set up employees in Paylocity
  • Track employee vacation and time-off balances
• General Administrative Support
  • Provide general administrative support to management and operational staff.
  • Answer phones, emails, and assist customers, vendors, employees, and other business contacts.
  • Prepare reports, spreadsheets, correspondence, and other business documents.
  • Assist with scheduling, time recording, office supplies, mail, document management, and other general office functions.
  • Support special projects and seasonal needs during planting, harvest, sod season, and other peak periods.

Qualifications:

• High school diploma or equivalent required; additional education in business, accounting, or agriculture preferred.
• Previous administrative, accounting, bookkeeping, or agricultural experience preferred.
• Agricultural knowledge or experience with grain, livestock, crop, or sod operations is a plus.
• Proficiency in Microsoft Excel, Word, Outlook, and general business software.
• Strong organizational, communication, data-entry, and problem-solving skills.
• High level of accuracy and attention to detail.
• Ability to prioritize multiple responsibilities and adapt to changing operational needs.
• Ability to work independently while collaborating effectively with management and operational teams.
• Ability to maintain confidentiality when handling financial, business, and employee information.

Compensation:
Competitive compensation based on experience, and performance – based on a 40-hour average work week. Hours could vary (+/ -) seasonally. Responsibilities may change or expand based on the needs of the operation.

Working Conditions:
This position is primarily office-based but works closely with an active agricultural operation. Workload and priorities may fluctuate based on weather, production schedules, planting, harvest, and sod season.

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