Landscape Operations Specialist

Who We Are

Founded in 1926, the Colonial Williamsburg Foundation is a private, not-for-profit educational, historic, and cultural institution that owns and operates one of the largest and best-known museum complexes in the world. Our mission is "that the future may learn from the past" through preserving and restoring 18th-century Williamsburg, Virginia's colonial capital. We engage, inform, and inspire people to learn about this historic capital, the events that occurred here, and the diverse people who helped shape a new nation.

Today, Colonial Williamsburg is the largest living history museum in the U.S. The Historic Area is the 301-acre restored colonial capital with 89 original buildings and 525 buildings reconstructed to how they appeared in the 18th century through extensive archaeological, architectural, and documentary research. The Historic Area is staffed by highly trained, historically dressed interpreters and expert tradespeople who bring the 18th century to life. The Foundation also owns and operates two world-class museums, the DeWitt Wallace Decorative Arts Museum, and the Abby Aldrich Rockefeller Folk Art Museum, The Bob and Marion Wilson Teacher Institute, and a renowned research library, the John D Rockefeller Jr Library.

Additionally, Colonial Williamsburg is home to five world class accommodations at the Williamsburg Inn, Williamsburg Lodge Autograph Collection, the Griffin Hotel, the Williamsburg Woodlands Hotels and Suites and the unique Colonial Houses in the Historical Area. Visitors may also indulge in food and drink at our many on-site restaurants and taverns that blend a historically inspired dining experience with today's evolved tastes. Each year over five million people visit Williamsburg and another 20 million engage with us digitally.

Main Duties: Responsibilities include but are not limited to

Project Coordinator - Workday · Receive projects, verify funding sources, discuss feasibility with the team members, coordinate project management assignments, track and approve the projects for implementation.

• Function as the Workday coordinator and super user for the Landscape department with advanced viewing, editing, and input rights.
• Manage administrative team responsible for project planning, timekeeping, procurement, contract administration and invoice processing.
• Review invoices and process payments in a timely manner and in accordance with company guidelines.
• Manage gift money for projects, create and send process acknowledgements to donors, administer expenditures against gift funds ensuring that costs are completely and accurately applied and report activity to General Accounting.
• Create purchase requisitions and assist in developing purchase orders, and follow through to confirmation of purchase order approval, and prepares receivers for invoices and follow-through accounts payable to payment. Use purchasing card to acquire materials and supplies.
• Administer budget records, maintain spreadsheets and provide reports for Director and Managers. Function as departmental liaison with Information Technology.
• Manage Work Control messaging for assigned department and assist in distribution of work.
• Review weekly department staff TMA reports and provide reports to Director and Managers weekly. Project Administration
• Serve as the department liaison between Financial Planning, Reporting, and Budgeting departments with regard to financial performance. Provide overall administration and oversight to the Project Accounting system at the department level.
• Work with accounting to remove or adjust any incorrectly posted charges. Assist with the reconciliation of inaccuracies. Ensure necessary entries are posted properly.
• Meet with department managers, weekly to review/discuss financial status and milestones of projects.
• Provide financial management support for capital projects, developing the necessary Capital Expenditure Requests (CER) and supporting documentation, submit the CER for approval, monitor expenses on approved CERs and report periodically on over/under spending.
• Ensure grants and gifts are accurately posted and used as outlined in the gift/grant agreement. General Administrative
• Compose and produce correspondence, memos, reports, records, contracts, permits, etc. from rough drafts, notes, and oral instructions and ensure conformance to company formats and standards.
• Maintain training records to include handling of enrollments, travel arrangements, confirmations, reimbursements, and all other related items. · Assist on-boarding new employees, including preparation of new employee information booklet and orientation process, and order uniforms, equipment and name tags.
• Maintain office supply inventory and manage all office purchases or returns. Use CWF-issued purchasing credit card as required to obtain materials and supplies. Follow company process to requisition materials and supplies from the main warehouse.
• Provides pay accrual and cost dispersal reports to department managers. · Perform other duties as assigned. This is a non-exempt position, eligible to receive overtime in accordance with the Fair Labor Standards Act (FLSA). This position may be subject to overtime during high peak times, etc. as directed and approved by the supervisor.

Required Education and Experience

• High school diploma or G.E.D. plus 3-5 years of experience in progressively responsible role in general administration, finance, accounting or purchasing function.
• Strong communication skills (verbal & written).
• Demonstrated ability to work independently and exercise sound judgement.
• Demonstrated ability to establish and sustain work relationships and interact effectively with others.
• Demonstrated ability to adapt to changing work priorities.
• Demonstrated ability follow instructions.
• Demonstrated dependability, punctuality, efficiency and effectively manage confidentiality.
• Must maintain a friendly, positive attitude with a commitment to exceed customers expectations.
• This job requires extensive use of the computer for all functions. Must be proficient in general office software computer applications, Microsoft Office, Excel, and Timekeeping systems.

Preferred Qualifications

• Working knowledge of Workday Finance and Kronos.
• Familiarity with Colonial Williamsburg Foundation software applications; basic accounting skills or background. Physical and Environmental Demands

Physical Activity Frequency

Stand Occasionally (up to 2 hrs/shift)

Walk Occasionally (up to 2 hrs/shift)

Sit Frequently (2-5 hrs/shift)

Use hands/fingers Frequently (2-5 hrs/shift)

Climb or balance Rarely (does not exist as regular part of the job)

Stoop/kneel/crouch/crawl Occasionally (up to 2 hrs/shift)

Reach with hands/arms Occasionally (up to 2 hrs/shift)

Talk or hear Frequently (2-5 hrs/shift)

Lifting up to 10 lbs. Occasionally (up to 2 hrs/shift)

Lifting up to 25 lbs. Rarely (does not exist as regular part of the job)

Lifting up to 50 lbs. (with assistance) Rarely (does not exist as regular part of the job)

Lifting up to 100 lbs. (with assistance) Rarely (does not exist as regular part of the job)

More than 100 lbs. (with assistance) Rarely (does not exist as regular part of the job)

Wet/humid conditions Rarely (does not exist as regular part of the job)

Work near moving mechanical parts Rarely (does not exist as regular part of the job)

Fumes/airborne particles Rarely (does not exist as regular part of the job)

Extreme cold Rarely (does not exist as regular part of the job)

Extreme heat Rarely (does not exist as regular part of the job)

Risk of electrical shock Rarely (does not exist as regular part of the job)

Driving requirement Rarely (does not exist as regular part of the job)

Compensation Disclaimer: The compensation listed below for this position represents the anticipated hiring range and is provided in accordance with Virginia pay transparency requirements. Actual compensation will be determined based on factors such as the selected candidate's skills, qualifications, experience, education, certifications, internal equity, and the specific requirements of the role.

Range- $26.44-$31.25/hour.