Trouble File Coordinator

Trouble File Coordinator

Family Tree Farms is seeking a detail-oriented Trouble File Coordinator to support the management and resolution of product claims, quality issues, and operational discrepancies. This position will work closely with the Trouble File Manager and assist in maintaining accurate records, gathering documentation, coordinating communication across departments, and ensuring files move through the resolution process efficiently.

The ideal candidate is highly organized, comfortable working within ERP systems, and capable of managing multiple priorities in a fast-paced produce environment.

Key Responsibilities

• Create, maintain, and update trouble files within the Famous ERP system
• Collect and organize supporting documentation including inspections, photos, invoices, and correspondence
• Update and maintain supplemental records within QuickBase
• Monitor open files and assist in meeting established settlement timelines
• Follow up with Sales, QA, Operations, Logistics, Accounting, customers, and growers to obtain necessary information
• Prepare files for review and approval by the Trouble File Manager
• Assist with claim settlements, credits, debits, and documentation review
• Support grower settlement activities by ensuring files are complete and orders are finalized in a timely manner
• Maintain accurate reporting on open and closed files
• Ensure all documentation complies with company standards and customer requirements

Requirements

• 1–3+ years of experience in the produce industry preferred
• Experience with Famous ERP strongly preferred
• Accounting, administrative, or operations experience preferred
• Strong organizational skills and attention to detail
• Excellent communication and follow-up skills
• Ability to manage multiple tasks and deadlines simultaneously