Grain Sourcing Coordinator

WHO WE ARECairnspring 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 DOINGThe 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 RESPONSIBILITIESGrower Contract AdministrationPrepare 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 & SchedulingServe 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 CoordinationCoordinate 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 deliveriesHarvest MonitoringAssist with grain sampling and testing during harvestEnter test results and maintain accurate harvest recordsMonitor grain receiving, storage, and segregation against the storage plan and flag deviationsServe as a point of contact for growers on quality concerns and escalate issues to the Grain Sourcing ManagerSettlement & Payment SupportAssemble documentation supporting grower settlements.Verify delivery information, contract terms, premiums, and quality data.Prepare preliminary grain settlement estimates based on contract terms and delivered quantitiesReconcile final payment and flag discrepanciesTrack grain payment against final settlement amounts and schedule payment datesMaintain settlement records and supporting documentation.Data ReportingMaintain 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 QUALIFICATIONS2+ 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 QUALIFICATIONSAssociate’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.