Project Administrator

About Whitmores

Whitmores Inc. offers a unique opportunity for those aiming to work in the landscape industry, for individuals who enjoy the outdoors, and for those who seek to work in a dynamic environment.

Whitmores is a family-owned business that has been operating on the east end of Long Island, NY, since 1945. Our firm specializes in high-end residential landscapes, working for and alongside homeowners, contractors, designers, Landscape Architects, and industry professionals on exciting projects. Our diverse team of experts provides services including design, installation, gardens, maintenance, carpentry, masonry, irrigation, and tree care. Our tree farm has over 200 acres of production fields and includes greenhouses and a container operation.

Position Overview

We’re looking for a self-driven, adaptable, and highly motivated individual to provide administrative and field support to our Maintenance, Gardens, and Tree Care departments. Services within those departments include lawn care, plant health care, weeding, garden design, installation, and maintenance, greenhouse production, small plant installations, irrigation, and tree care. A project administrator must be flexible and adaptable to changing project requirements, priorities, or constraints.

This job description is intended to provide guidance. The duties and responsibilities may be changed from time to time at the discretion of the Company.

Key Responsibilities

Provides detailed administrative support behind the scenes:

• Maintaining cross-functional partnerships in communication and recordkeeping with Accounts Payable, Accounts Receivable, and Human Resources
• Creation of project estimates, budgets, and client-facing presentations
• Help identify potential cost-saving measures for projects by optimizing material usage and facilitate efficient scheduling and material procurement
• Assist with job preparations by sourcing and securing materials like plants, soil, seed, and equipment rentals from our preferred vendors
• Supporting the creation and maintenance of Gardens planting plans for the current and following season, including client estimates
• Preparation of daily reports based on site visits and crew schedules

Provides hands-on support at job sites:

• On-site project support as needed, including providing direction for crews
• Meticulous photo documentation of all jobs throughout delivery
• Assess current conditions at job sites and work with the appropriate supervisor or manager to create a property report for the client detailing work completed, current conditions, upcoming work, and professional recommendations

Candidate Profile

Preferred Requirements:

• Strong communication, organizational, and time management skills
• Ability to work independently and as part of a team
• Must understand the importance of, and exercise, confidentiality for both the Company and our Clients ( business practices, standards, subcontractors, vendor, client information including photography, correspondence, property addresses, and any other private information).
• Valid driver’s license with clean driving record
• Must be able to work the hours needed beyond 40 hours per week when meeting a deadline
• Lifting heavy objects (up to 50 pounds)
• Be able to work in an outdoor environment for extended periods of time in all weather conditions

Experience & Expertise:

• Competency in using and supporting crew members on the usage of various devices including a desktop computer, laptop, iphone, and ipad
• Proficiency in Microsoft Office Suite, Google Workspace, and Bluebeam
• Experience with creating project estimates, budgets, and presentations
• Familiarity with working cross functionally with Accounts Payable in managing vendor and subcontractor relationships and billing
• Familiarity with managing shared calendars, meeting minutes, and follow-up communications
• Excellent English language skills, bilingual English/Spanish a plus

Position Details

This position offers a compensation range of $25 - $30 per hour depending on experience and qualifications.

This is a Full Time, Non-Exempt position.

The position primarily reports to the Manager of Maintenance Services, with shared supervision under the Managers of our Gardens and Tree Care Departments.

This is an individual contributorposition with no supervisory responsibilities.

The position primary work location will be East Hampton, New York.

Why Work at Whitmores?

Here are some of the benefits and perks we offer:

• Vacation/Personal Time Allowance dependent on years of service
• Medical Benefits with generous employer contributions, including Dental.
• 401(k) participation available in pre-tax and Roth; or both.
• Continuing Education and Tuition Assistance for job-related training and certification
• 6 Annual Holidays observed with pay for all Full-Time Employees

More About Whitmores

From landscape design and large tree installation, to providing the highest quality plant materials and year-round maintenance, you won’t find a team with more expertise or local knowledge. At Whitmores we are proud to keep our clients happy for years, and even generations.

Fulfilling our mission at Whitmores entails a commitment to inclusivity, diversity, and genuine acceptance. To that end, we will hire, promote, work alongside, cheer for, bond with, and warmly welcome into the Whitmores family all persons without regard to ethnic and racial identity, indigenous heritage, national origin, religion, gender, gender identity, gender expression, sexual orientation, age, disability, marital status, veteran status, genetic information, or any other legally protected status.

Job Type: Full-time

Pay: $25.00 - $30.00 per hour

Expected hours: 40 per week

Benefits:

• 401(k)
• Dental insurance
• Health insurance
• Paid time off

Schedule:

• 8 hour shift
• Monday to Friday
• No nights
• Weekends as needed

License/Certification:

• Driver's License (Required)

Ability to Commute:

• East Hampton, NY 11937 (Required)

Work Location: In person

Salary : $25 - $30