Engineering Admin Assistant

POSITION SUMMARY

To ensure the smooth operation of the engineering department by accurate records and logging of expenses vacation and spare parts. Maintain all files and trace system in the engineering office in a neat and orderly manner.

Supports all functions of the coordinator and storekeeper.

Experience:

• Minimum 3 years of related work experience in a 5-star Hotel or equivalent

Skills and Knowledge

• Good knowledge of Hotel Engineering Administration and record keeping
• Good working knowledge of computers ability to navigate within variety software packages such as Excel Word Outlook and Power point
• Good understanding of Filing systems and Tracking GSS GXP Transcendence
• Good understanding of checkbook management / Birch Sheet
• Basic understanding of inventory and cost management practices
• Ability to communicate professionally with other departments co-workers and 3^rd party companies.

Education or Certification

• Graduation or minimum higher secondary school

CORE WORK ACTIVITIES

The following are specific responsibilities and contributions critical to the successful performance of the position:

1. Monitor follow up and update check book as per department budget
2. Prepare critique reports for P&L and HLP; and inclusive keeping track of HLP readings and Invoices
3. Assists with preparing monthly budget Forecasts as assigned
4. Responsible for Maintenance Contracts administration with 3rd party vendors/contractors
5. Maintain all files and trace system in the engineering office in a neat and orderly
6. Maintain all files and service report in record room up to date
7. Sending Water Test reports 3rd party inspection reports and other test reports to Dubai Municipality as per their requirement
8. To follow up on enterprise system updates (i.e. Transcendent GXP GSS Oasys) and assure full compliance
9. Preparing the Monthly GSS report and Top 50 complaints for guest voice meeting on monthly basis
10. To coordinate all other HR related processes for the department such as Onboarding Job Chats Cross-Training Probation & Performance reviews Training etc
11. Report any serious maintenance problems unusual findings or safety hazards immediately to the manager
12. Prepare and review written documents (e.g. daily logs business letters memoranda reports) including proofreading and editing written information to ensure accuracy and completeness
13. Keep office equipment in working order and contact service representatives to correct problems with office equipment including following-up to ensure problem is corrected.
14. Attend to telephone calls whenever required
15. Preparing monthly reports filing all reports and catalogues & making sure that all forms used in the department are available
16. Maintaining a safe and hygienic work environment & performing related duties and special projects as assigned.
17. Ensuring all associates have the proper supplies equipment and uniforms.
18. Tracking operational needs and financial objectives are met.
19. Establishes and maintains open collaborative relationships with associates.
20. Ensures that regular on-going communication occurs with associates in order to create awareness of business objectives communicate expectations and recognize performance.
21. Carry out Chief Engineers instructions or other designated person of authority.

OTHERS

Safety and Security

Policies and Procedures

• Follow company hotel and department policies and procedures.
• Follows Marriott International Hotels Limited Regional Office policies and procedures
• Protect the privacy and security of guests and coworkers.
• Maintain confidentiality of proprietary materials and information.
• Ensure uniform nametags and personal appearance are clean hygienic professional and in compliance with company policies and procedures.
• Protect company tools equipment machines or other assets in accordance with company policies and procedures.
• Perform other reasonable job duties as requested by Supervisors and Management.
• Working hours as required to do your job but normally not less than 48 hours per week.

Guest Relations

• Actively listen and respond positively to guest questions concerns and requests using brand or property specific process (e.g. LEARN JW Symphony of Service) to resolve issues delight and build trust.
• Assist other employees to ensure proper coverage and prompt guest service.
• Anticipate guests service needs including asking questions of guests to better understand their needs and watching/listening to guest preferences and acting on them whenever possible.
• Address guests service needs in a professional positive and timely manner.
• Engage guests in conversation regarding their stay property services and area attractions/offerings.
• Thank guests with genuine appreciation and provide a fond farewell.
• Welcome and acknowledge each and every guest with a smile eye contact and a friendly verbal greeting using the guests name when possible.
• Supply guests/residents with directions and information regarding property amenities services and hours of operation and local areas of interest and activities.

Communication

• Answer telephones using appropriate etiquette including answering the phone within 3 rings answering with a smile in ones voice using the callers name transferring calls to appropriate person/department requesting permission before placing the caller on hold taking and relaying messages and allowing the caller to end the call.
• Speak to guests and co-workers using clear appropriate and professional language.
• Talk with and listen to other employees to effectively exchange information.

Working with Others

• Support all co-workers and treat them with dignity and respect.
• Handle sensitive issues with employees and/or guests with tact respect diplomacy and confidentiality. Develop and maintain positive and productive working relationships with other employees and departments.
• Partner with and assist others to promote an environment of teamwork and achieve common goals.

Quality Assurance/Quality Improvement

• Comply with quality assurance expectations and standards e.g. GuestVoice and JW Marriott Brand Standard Audit.