Asset Administrative Assistant

Christensen Farms; Sleepy Eye (MN); On-site; USD 60,000 - 75,000; Full time

Job summary

Christensen Farms is seeking an Asset Administrator to manage day-to-day administrative operations within the Asset department. You will coordinate project information, maintain documentation, track timelines, and ensure smooth execution from initiation through completion.

This role requires strong data entry skills, proficiency with Excel/Word/Outlook, and knowledge of accounting systems. The department requires collaboration with site teams and contractors, with emphasis on timely

Qualifications

• Extensive knowledge of business operations and the English language.
• Familiarity with standard office equipment and office software.
• Understanding of accounting systems.

Responsibilities

• Accurate data entry of budget details for capital and major repair projects.
• Coordinate administrative workflow from initiation to completion.
• Maintain project schedules, status, dates and items in tracking tools.
• Coordinate contracts, on-boarding of contractors, and documentation.
• Track lien waivers and Minnesota payment certifications; follow up on documents.
• Maintain electronic project files, certificates and related records.
• Create and update project work orders in systems.
• Support process improvements for Asset project documentation and training materials.
• Serve as central contact for project-related administrative questions.
• Coordinate with maintenance, site teams, contractors and other departments.

Skills

Project coordination

Data entry

Customer service

Tools

Excel

Word

Outlook

Job description

Position Overview & Responsibilities:

Focusing on the day-to-day administrative operations of the Asset department, this position serves as the centralized project coordination and administrative resource for the department. The Asset Administrator functions as the administrative hub for Asset projects, gathering and coordinating project information, maintaining project and contractor documentation, tracking project status and timelines, facilitating required project processes, and providing consistent follow-up and communication to keep projects moving from initiation through completion.

Major Areas of Accountability:

Project & Construction Administration:

• Accurate Data entry of budget details from approved capital and major repair expenditure projects.
• Coordinate the administrative workflow for capital and major repair projects from initiation through completion, including gathering project information, approved budget details and required documentation.
• Maintain project schedules, status, dates and outstanding items within applicable project tracking tools; communicate with project managers, site supervisors and other stakeholders to facilitate timely project progress.
• Coordinate project contracts by gathering required information, sending contracts to contractors, tracking execution and notifying the appropriate site supervisor when contracts are completed.
• Coordinate contractor onboarding and maintain current records for active contractors, including required tax, insurance and other documentation.
• Coordinate, distribute and track lien waivers and Minnesota payment certifications; follow up on outstanding documents and file completed documentation when returned.
• Coordinate and maintain project documentation, including electronic project files, insurance certificates, contracts and other supporting records.
• Track project-related receiving and receipts and follow up on outstanding items.
• Create, maintain and update project work orders and related project information in applicable systems.
• Support the review and continuous improvement of Asset project processes, documentation and training materials.

Asset Department Support

• Serve as a central point of contact for project-related administrative questions and provide responsive customer service to internal and external stakeholders.
• Coordinate with Maintenance & Repair, site teams, contractors and other departments regarding project and contractor-related needs.
• Assist Asset leaders with coordination of department reports, KPIs and other administrative needs.
• Administer safety boot vouchers for new hires and coordinate the annual boot truck process.
• Perform other related duties and projects as assigned.

Supervision of Others:

Direct: None

Indirect: None

Reports to:

• Capital Planning & Construction Manager

Education, Training, and Experience Requirements:

Work requires an extensive knowledge of business operations and of the English language. Must have knowledge of standard office equipment. Knowledge of a variety of computer software applications including Excel, Word, and Outlook. Understanding of accounting systems.

Christensen Farms promotes a culture of inclusion and strives to attract a diverse set of candidates for each of our open positions. We are an equal employment opportunity employer and proud to offer employment and growth opportunities to all candidates without regard to race, color, ancestry, religion, gender, national origin, pregnancy, sexual orientation, age, citizenship, marital status, disability, gender identity, or veteran status.

Learn more about how you can put your passion and talent to work with us at:

https://www.christensenfarms.com/careers/positions-available/