Landscape Operations Specialist

Colonial Williamsburg Foundation•Williamsburg, VA

2h•$26 - $31

About The Position

The Landscape Operations Specialist coordinates projects and administrative, financial, and purchasing activities for the Landscape department. The role serves as the department’s Workday coordinator and super user, manages an administrative team, supports project accounting and capital project financial management, and acts as a liaison with internal departments. It also provides general administrative support, including correspondence, training records, onboarding, office supplies, and reporting. This is a non-exempt position eligible for overtime under the Fair Labor Standards Act; overtime may be required during peak periods when directed and approved by a supervisor.

Requirements

High school diploma or GED and 3–5 years of experience in a progressively responsible general administration, finance, accounting, or purchasing role.
Strong verbal and written communication skills.
Ability to work independently and exercise sound judgment.
Ability to establish and sustain work relationships and interact effectively with others.
Ability to adapt to changing work priorities and follow instructions.
Dependability, punctuality, efficiency, and ability to manage confidential information effectively.
Friendly, positive attitude and commitment to exceeding customer expectations.
Proficiency with general office software, Microsoft Office, Excel, and timekeeping systems; the job requires extensive computer use.

Nice To Haves

Working knowledge of Workday Finance and Kronos.
Familiarity with Colonial Williamsburg Foundation software applications.
Basic accounting skills or background.

Responsibilities

Receive projects, verify funding sources, discuss feasibility with team members, coordinate project management assignments, and track and approve projects for implementation.
Serve as the Landscape department’s Workday coordinator and super user, with advanced viewing, editing, and input rights.
Manage the administrative team responsible for project planning, timekeeping, procurement, contract administration, and invoice processing.
Review invoices and process payments promptly and in accordance with company guidelines.
Manage project gift funds, prepare and send donor acknowledgements, administer expenditures against gift funds, ensure costs are accurately applied, and report activity to General Accounting.
Create purchase requisitions, assist with purchase orders, follow up on purchase order approvals, prepare invoice receivers, and follow through with Accounts Payable to payment; use a purchasing card to acquire materials and supplies.
Administer budget records, maintain spreadsheets, provide reports to the Director and Managers, and serve as the departmental liaison with Information Technology.
Manage Work Control messaging for the assigned department and assist with work distribution.
Review weekly department staff TMA reports and provide reports to the Director and Managers.
Serve as the department liaison to Financial Planning, Reporting, and Budgeting regarding financial performance, and oversee the department-level Project Accounting system.
Work with Accounting to remove or adjust incorrectly posted charges, reconcile inaccuracies, and ensure necessary entries are posted properly.
Meet weekly with department managers to review project financial status and milestones.
Support financial management of capital projects by developing Capital Expenditure Requests and supporting documentation, submitting requests for approval, monitoring approved expenses, and reporting over- or under-spending.
Ensure grants and gifts are posted accurately and used in accordance with their agreements.
Prepare correspondence, memos, reports, records, contracts, and permits from drafts, notes, and oral instructions, ensuring compliance with company formats and standards.
Maintain training records and coordinate enrollments, travel arrangements, confirmations, reimbursements, and related items.
Assist with onboarding new employees, including preparing information booklets and orientation, and ordering uniforms, equipment, and name tags.
Maintain office supply inventory and manage office purchases and returns; use the company purchasing card as required and follow procedures for requisitioning materials from the main warehouse.
Provide pay accrual and cost dispersal reports to department managers.
Perform other duties as assigned.