The Garden Project Specialist is responsible for planning, coordinating, and implementing projects that support the preservation, maintenance, and continued development of the Portland Japanese Garden and its infrastructure. This position manages projects from conception through completion, ensuring that work is completed safely, on schedule, within budget, and consistent with the Garden’s mission, aesthetic standards, and long-term strategic goals.
The Garden Project Specialist is serves as a project management resource to the Garden Department, assisting gardeners and leadership with project planning, budgeting, scheduling, procurement, and documentation. This position coordinates staff, contractors, consultants, vendors, and volunteers to ensure successful project outcomes while supporting the long-term stewardship of the Garden’s physical assets.
The Garden Project Specialist reports directly to the Senior Gardener and works at the Garden campus.
Primary Duties
• Plan, organize, and coordinate Garden capital improvement projects, infrastructure upgrades, restoration efforts, and other strategic initiatives from conception through completion
• Develop project scopes, schedules, budgets, timelines, and work plans in collaboration with Garden leadership and stakeholders
• Assist gardeners and Garden leadership with additionally planning and implementing smaller-scale projects, providing guidance on scheduling, budgeting, procurement, risk management, and project execution
• Serve as a project management resource to the Garden Department by developing project tracking systems, templates, and best practices that improve communication and project delivery
• Coordinate project activities among Garden staff, contractors, consultants, vendors, and volunteers to ensure projects are completed safely, efficiently, and according to established standards
• Manage procurement processes including obtaining bids, preparing scopes of work, coordinating purchasing, and administering contracts
• Monitor project budgets, expenditures, schedules, and deliverables, providing regular updates and reports to Garden leadership
• Assist with long-range planning, assessment, and management of Garden infrastructure including irrigation systems, drainage and stormwater systems, utilities, water features, pathways, bridges, buildings, fencing, lighting, and other physical assets
• Identify infrastructure needs and develop recommendations for repairs, upgrades, replacement, and future investment
• Coordinate permitting, inspections, regulatory compliance, and safety requirements as needed
• Develop and maintain records related to projects and infrastructure including drawings, utility maps, maintenance histories, manuals, contracts, and other documentation
• Assist in developing asset inventories, preventative maintenance schedules, and lifecycle replacement plans for Garden infrastructure
• Identify project risks and develop strategies to mitigate schedule, budget, operational, and safety impacts
• Participate in department planning and communicate project priorities and timelines with staff across departments
• Ensure timecards, time tracking, timelines, and correspondence within and outside the institution are completed in a timely and accurate manner
• Support the Training Center programs with workshops and Garden seminars as appropriate
• Other duties as assigned
Other Responsibilities
• Get to know fellow staff members, develop trust, establish credibility, encourage teamwork, and create an atmosphere of open, honest, and two-way communication
• Familiarize oneself with the organization and the Employee Handbook
• Adhere to the Garden Department Garden Team Agreement
• Maintain a high level of professionalism in manner and appearance
• Adhere to the Garden dress code
Qualifications
Studies have shown that women and people of color are less likely to apply for jobs unless they believe they meet every one of the qualifications as described in a job description. We are most interested in finding the best candidate for the position, and that candidate may be one who comes from a less traditional background. If you are interested in applying, we encourage you to think broadly about your background and qualifications for this role.
• Minimum five years of project or program management experience
• Experience in landscape construction, horticulture, facilities management, parks, public gardens, cultural institutions, or a related field preferred
• Bachelor’s degree in horticulture, landscape architecture, construction management, project management, environmental science, engineering, or a related field preferred; equivalent experience considered
• Demonstrated experience managing multiple projects simultaneously with competing priorities
• Experience developing and managing budgets and project schedules
• Experience coordinating contractors, consultants, vendors, and multidisciplinary teams
• Ability to read and interpret construction drawings, technical specifications, and project documents
• Strong organizational skills with exceptional attention to detail
• Excellent verbal and written communication skills
• Familiarity with Japanese gardens, Japanese gardening traditions, or cultural institutions is a plus
• Current driver's license with a clean driving record
• Proficiency with Microsoft Office applications including Outlook, Teams, Word, and Excel
• Experience with project management software, GIS, asset management systems, or CAD software is a plus
Special Requirements
• Must be able to remain in a stationary position and/or move about the Garden for several hours
• Ability to traverse uneven terrain, stairs, gravel pathways, and outdoor work areas safely
• Ability to occasionally lift and move materials weighing up to 30 pounds
• Ability to work both indoors and outdoors year-round in varying weather conditions
• Ability and willingness to work flexible hours including occasional weekends, holidays, and special events as needed
• Willingness to cooperate with the Marketing team to be in photos of the Garden
Compensation & Schedule
• This is a full-time, exempt position with approximately 40 hours per week.
• Typical schedule is Monday through Friday during regular business hours, with flexibility based on project needs.
• Benefits:
o health, dental, and vision insurance (premium 100% covered for employees), with partial deductible reimbursement
o 401k plan (after 6 months, with 4% employer match after 1 year)
o flexible spending accounts for medical and dependent care expenses
o paid vacation, sick, and holiday time
o free access to the Employee Assistance Program (EAP)
