Grain Sourcing Coordinator

Cairnspring Mills; Burlington (WA); On-site; USD 55,000 - 75,000; Full time

Job summary

Cairnspring Mills is building a regenerative grain supply chain in Washington state, focusing on local farming communities and identity-preserved grains. The Grain Sourcing Coordinator will support the Grain Sourcing Manager, manage contracts, grower communications, reporting, and settlements to keep procurement information accurate and accessible across the business.

The role emphasizes organization, collaboration, and attention to detail, with responsibilities spanning contract administration,

Qualifications

• 2+ years of experience in administrative support, procurement support, agriculture, supply chain operations, or a Bachelor's degree in a related field.
• Experience working with contracts, records management, and business documentation.
• Strong organizational skills and attention to detail.
• Excellent written and verbal communication skills.
• Proficiency with Microsoft Office and business systems.
• Ability to manage multiple priorities and deadlines.

Responsibilities

• Prepare and maintain grain contracts, amendments, purchase orders, and supporting documentation.
• Ensure procurement files and records remain complete and current.
• Track contract status and maintain contract databases.
• Assist with document distribution and signature coordination.
• Serve as the primary contact for routine grower inquiries.
• Coordinate communication between growers, suppliers, and the Grain Procurement Manager.
• Schedule meetings, field visits, and sourcing-related activities.
• Maintain grower records and contact information.
• Coordinate delivery schedules and track contracted volumes.
• Monitor outstanding commitments and delivery performance.
• Communicate delivery updates to internal stakeholders.
• Escalate discrepancies or fulfillment concerns as needed.
• Assist with grain sampling and testing during harvest
• Enter test results and maintain accurate harvest records
• Monitor grain receiving, storage, and segregation against the storage plan and flag deviations
• Serve as a point of contact for growers on quality concerns and elevate issues to the Grain Sourcing Manager
• Assemble documentation supporting grower settlements.
• Verify delivery information, contract terms, premiums, and quality data.
• Prepare preliminary grain settlement estimates based on contract terms and delivered quantities
• Reconcile final payment and flag discrepancies
• Track grain payment against final settlement amounts and schedule payment dates
• Maintain settlement records and supporting documentation.
• Maintain procurement databases, spreadsheets, and reporting tools.
• Prepare recurring procurement reports and dashboards.
• Support audits, data requests, and performance reporting.
• Ensure sourcing data accuracy and completeness.
• Coordinate meetings, agendas, and action items for the procurement team.
• Assist with travel arrangements and event coordination.
• Support special projects and process improvement initiatives.
• Help maintain organized procurement systems and workflows.

Skills

Administrative support

Procurement support

Communication skills

Organizational skills

Documentation

Education

Bachelor's degree

Associate's degree

Tools

Microsoft Office

ERP systems

Contract management systems

Job description

Cairnspring Mills is building a regenerative grain supply chain by creating regional, human-scale flour mills rooted in local farming communities. Our purpose is to lift farmers out of commodity structures, restore soil health, strengthen regional food systems, and deliver identity-preserved grains and flours that nourish people and communities. We operate with a strong values-based culture grounded in respect, accountability, and collaboration.

WHAT YOU'LL BE DOING

The Grain Sourcing Coordinator provides administrative, operational, and communication support to the Grain Sourcing Manager and serves as the organizational hub for grain procurement activities.

This role maintains sourcing records, administers contracts, supports grower communications, coordinates reporting and settlements, and ensures procurement information remains organized, accurate, and accessible across the business.

KEY RESPONSIBILITIES

Grower Contract Administration

• Prepare and maintain grain contracts, amendments, purchase orders, and supporting documentation.
• Ensure procurement files and records remain complete and current.
• Track contract status and maintain contract databases.
• Assist with document distribution and signature coordination.

Grower Communication & Scheduling

• Serve as the primary contact for routine grower inquiries.
• Coordinate communication between growers, suppliers, and the Grain Procurement Manager.
• Schedule meetings, field visits, and sourcing-related activities.
• Maintain grower records and contact information.

Delivery Coordination

• Coordinate delivery schedules and track contracted volumes.
• Monitor outstanding commitments and delivery performance.
• Communicate delivery updates to internal stakeholders.
• Escalate discrepancies or fulfillment concerns as needed.
• Serve as the coordination point between the company, growers, elevators, drivers for grain deliveries
• Assist with grain sampling and testing during harvest
• Enter test results and maintain accurate harvest records
• Monitor grain receiving, storage, and segregation against the storage plan and flag deviations
• Serve as a point of contact for growers on quality concerns and elevate issues to the Grain Sourcing Manager

Settlement & Payment Support

• Assemble documentation supporting grower settlements.
• Verify delivery information, contract terms, premiums, and quality data.
• Prepare preliminary grain settlement estimates based on contract terms and delivered quantities
• Reconcile final payment and flag discrepancies
• Track grain payment against final settlement amounts and schedule payment dates
• Maintain settlement records and supporting documentation.

Data Reporting

• Maintain procurement databases, spreadsheets, and reporting tools.
• Prepare recurring procurement reports and dashboards.
• Support audits, data requests, and performance reporting.
• Ensure sourcing data accuracy and completeness.

Grower Program Support

• Coordinate meetings, agendas, and action items for the procurement team.
• Assist with travel arrangements and event coordination.
• Support special projects and process improvement initiatives.
• Help maintain organized procurement systems and workflows.
• All other duties as assigned.

REQUIRED QUALIFICATIONS

• 2+ years of experience in administrative support, procurement support, agriculture, supply chain operations, or a Bachelor's degree in a related field.
• Experience working with contracts, records management, and business documentation.
• Strong organizational skills and attention to detail.
• Excellent written and verbal communication skills.
• Proficiency with Microsoft Office and business systems.
• Ability to manage multiple priorities and deadlines.

PREFERRED QUALIFICATIONS

• Associate’s degree in agriculture, Business Administration, Supply Chain, or related field.
• Experience in agricultural operations, grain procurement, commodity merchandising, or food manufacturing.
• Experience with ERP, procurement, or contract management systems.
• Familiarity with agricultural supply chains and grower programs.