Director of Project Management & Procurement

Company Description

Sprung from the site of a fallow tree nursery, Wildflower Farms, Auberge Collection is a 140-acre retreat in New York’s Hudson Valley, just 90 minutes from New York City. Rooted in meaningful encounters with nature, the property sways with the seasons, surrounded by meadows of native flowers and woodlands. Anchored by its namesake farm with orchards, heirloom gardens, and animals, the retreat offers immersive seasonal experiences like foraging walks, cooking workshops, and healing sessions. A three-mile walking trail links 65 stand-alone cabins, cottages, and suites with the Movement Studio and Maplehouse, a lofty barn home to a dynamic cooking school. Accommodations are immersed in the ever-changing landscape, offering a deep sense of place. Guests are welcomed at The Shop, reminiscent of a well-curated potting shed, and the open-air Great Porch. Dining at Clay, the centerpiece restaurant, features source-origin cuisine that honors the region’s bounty. Thistle offers wild-crafted wellbeing that evolves with the seasons. The property also provides access to neighboring Mohonk Preserve, where wooded trails and cliffs invite world-class hiking, biking, and climbing. Named the Number 1 Hotel in New York State by Travel + Leisure for the 2025 World’s Best Awards and recognized with a One Key distinction from the inaugural Michelin Guide, Wildflower Farms is a basecamp for adventure, craft, and curiosity.

For more information: auberge.com/wildflower-farms

Follow Wildflower Farms on Instagram @WildflowerAuberge

Job Description

The Director of Projects & Procurement is responsible for overseeing all facility operations, maintenance, and improvement projects at Wildflower Farms. This role combines strategic project management with hands-on technical expertise, ensuring optimal functionality of all property systems while maintaining the highest standards of guest experience and operational efficiency.

Core Responsibilities 

Project Management & Planning

• Execute all facility projects while prioritizing tasks and ensuring timely completion within scope and budget parameters
• Provide strategic leadership for all capital projects, including FF&E refreshes, renovations, facility upgrades, and equipment procurement. Streamline project management and procurement processes to improve efficiency. 
• Coordinate multi-disciplinary projects across various trades and departments
• Provide detailed project status reports including timeline updates, budget tracking, and milestone achievements
• Identify potential project delays or issues and implement corrective measures to maintain scheduled completion dates
• Develop long-term inventory, asset management and facilities forecasting plans.

Procurement & Vendor Management

• Obtain competitive bids from qualified vendors and contractors for all major projects and purchases, ensuring favorable terms and alignment with budgetary guidelines.  
• Develop accurate cost estimates for project completion, including labor, materials, equipment, and contingency allowances
• Oversee FF&E and OS&E sourcing, balancing design integrity, operational needs, and financial stewardship.
• Negotiate contracts and service agreements to optimize value while maintaining quality standards
• Establish and maintain relationships with preferred vendors, suppliers, and service providers
• Evaluate vendor performance and maintain approved vendor database

Budget & Financial Management

• Maintain strict compliance with annual departmental budget allocations
• Track and report detailed expenses for labor, materials, equipment, and associated costs for each project and task
• Implement cost-control measures and identify opportunities for operational savings
• Manage warranty compliance and documentation to maximize equipment lifespan and minimize replacement costs
• Prepare monthly financial reports and variance analysis for leadership review
• Maintain compliance and audit readiness across procurement and capital activities.

Operations & Maintenance Oversight

• Oversee the delegation and completion of work orders and preventive maintenance schedules
• Perform skilled trades work including plumbing, carpentry, electrical systems, and HVAC maintenance
• Conduct routine preventive maintenance on all departmental equipment and facility systems
• Maintain adequate inventory levels of critical parts, supplies, and materials
• Ensure all work areas remain organized, clean, and professionally maintained

Safety & Compliance

• Identify and address safety hazards, h