Operations / Administrative Coordinator

Keep Kingston Place’s documents, vendors, schedules and records organized so the field team and leadership can focus on the work.

Cattle, land, equipment and several business entities each produce invoices, contracts, certificates and records. You are the person who keeps all of it moving and findable: vendors set up correctly, bills routed on time, onboarding and training files complete, schedules kept, and documents ready when lenders, investors or auditors ask.

The work

1. 01Receive, file and route invoices, contracts, certificates and correspondence.
2. 02Set up vendors, collecting W-9s, insurance certificates and signed agreements before first payment.
3. 03Route bills and receipts to our outside bookkeeping team and confirm how they are coded.
4. 04Coordinate payroll inputs and keep new-hire, training and safety files complete.
5. 05Maintain animal-treatment and medication records under the veterinarian’s direction.
6. 06Manage calendars, agendas, meeting notes, action items and reporting deadlines.
7. 07Keep our document system in Google Drive and Notion current, and assemble document requests for lenders, investors and auditors.
8. 08Keep contact and vendor records in HubSpot up to date.

What we’re looking for

1. +Several years in office management, operations administration or executive support.
2. +Hands-on experience with accounts payable, vendor setup and invoice workflows.
3. +Working knowledge of QuickBooks Online and Google Workspace.
4. +Systems discipline: files named, filed and findable.
5. +Discretion with confidential financial and personnel information.
6. +The ability to keep many deadlines and vendors moving at once.

• A background in agriculture, construction, food or professional services.
• Payroll coordination and HR files such as I-9s and onboarding paperwork.
• HubSpot and Notion.
• Managing documents for an audit, a financing or a data room.

Office work on site in Benson, with occasional time at the ranch properties.

$58,000 to $68,000 per year. Housing is not provided.

A phone screen, an interview with the Director of Operations, a short practical exercise based on real tasks, reference checks, then a written offer.

Apply for Operations / Administrative Coordinator.

The management team responsible for this role reviews every application. Start date is confirmed at offer.

If the application form doesn't load, email your résumé to info@kingston-place.com with the role in the subject line.