LAND MANAGER ASSISTANT

The Land Manager Assistant plays a vital support role to the Land Management division, contributing to the delivery of high-quality land management services and assisting in the implementation of business plans for each asset. This role provides administrative, operational, and field support to Land Managers as they carry out the division’s proven process. The Land Manager Assistant helps coordinate communication between clients, farm operators, and third-party vendors while ensuring compliance, documentation, and data tracking are conducted in a timely and accurate manner. The position of Land Manager Assistant reports to the Director of Sustainability.

Administrative Support

• Provide general administrative support to Land Manager(s), including calendar management, travel arrangements, task follow-ups, and mail handling.

• Assist with coordinating logistics for farm visits, conservation projects, and infrastructure improvements, including preparing materials and facilitating communications with contractors and vendors.

• Prepare farm management agreements, leases, reports as well as maintain operational records.

• Oversee compliance tracking processes, including UCC filings, operator insurance verification, lease terminations, and crop insurance documentation.

• Organize submissions for crop insurance policies and grain sales.

Data Management

• Conduct monthly audits of Salesforce entries to identify errors, duplicates, or missing data, and provide audit summaries to the Land Management Coordinator.

• Collaborate with accounting services and Land Managers to maintain accurate records in internal systems, including lease terms, contact details, management fees, and insurance documentation.

• Help collect and maintain key operational data, including USDA documents, yield records, insurance certificates, chemical usage, and Leading Harvest documentation.

• Maintain and audit internal management files in Dropbox, Salesforce, and FarmWorth to ensure all client documentation is accurate, up to date, and complete.

Management Client Accounting

• Aid in budget preparation, invoice tracking, and capital expenditure documentation.

• Monitor real estate taxes on managed farms and assist accounting staff with processing timely payment of such taxes for clients.

• Support financial processes by helping to track receipts and disbursements as well as serving as a liaison with accounting staff.

• Ensure accurate budgets of management fees and track YTD received management fees.

Client Deliverables and Support

• Assist with client communication, including scheduling meetings, preparing correspondence, and distributing reports aligned with client goals.

• Deliver clear, consistent reporting detailing farm operations, project updates, and financial performance based on client agreements and management plans.

• Assist in the initial drafting and editing of client reports, including the client's annual report, business plan, summer report, and specialty reports as needed.

• Monitor key deadlines and deliverable schedules to support timely and accurate client-facing submissions by Land Managers.

Lease and Operator Coordination

• Track lease agreements, renewals, and compliance deadlines and save relevant documents.

• Gather and save key operational data, including yield records, input use, and insurance documents.

Crop Insurance Policy Management

• Gather and review farm production records, acreage reports, and planting information to prepare accurate insurance applications.

• Submit applications, renewals, endorsements, and claims in compliance with USDA Risk Management Agency (RMA) guidelines.

• Maintain accurate records and ensure all documentation is completed on time.

• Assist with claims and communicating with adjusters and underwriters as needed.

Technology Utilization

• Utilize FarmWorth to map, analyze, and interpret land data.

• Maintain detailed records in Salesforce, including asset details, management agreements, lease terms, budgets, contact database, and personal goals and tasks.

• Use Dropbox for file storage according to standard operating procedures.

Business Development and Industry Engagement

• Maintain a professional social media presence interacting with company social media channels on a weekly basis.

• Prioritize contact database growth through inputting contacts into Salesforce including clients, industry contacts, and referral sources in target areas.

• Help organize direct mail campaigns and maintain contact databases for client outreach.

Other Responsibilities

• Complete special projects as assigned by your Supervisor.

• Assist with general office functions and coordination as needed.