Engineering Administrative Assistant

JOB OVERVIEW

Under the general guidance of the Director of Engineering the Engineering Administrative Assistant supports the daily operations of the Engineering Department through administrative and coordination tasks. This role manages work orders maintains records assists with vendors and procurement and ensures accurate reporting and compliance. The position also facilitates communication between engineering other departments and external contractors to support efficient maintenance and operations.

YOUR KEY RESPONSIBILITIES

• Provide administrative support to the Engineering leadership team.
• Maintain departmental files records permits licenses and compliance documentation.
• Prepare reports spreadsheets presentations and correspondence as needed.
• Organize and maintain engineering logs work orders and preventive maintenance records.
• Answer departmental calls and respond to internal requests in a timely and professional manner.
• Monitor and distribute work orders through the hotels maintenance system.
• Track completion status of preventative and corrective maintenance tasks.
• Coordinate scheduling for contractors vendors and service providers.
• Follow up with departments regarding maintenance requests and updates.
• Assist with maintaining accurate inventory and equipment records.
• Process purchase orders invoices and requisitions for engineering supplies and services.
• Maintain inventory levels for tools parts and operating supplies
• Coordinate deliveries and ensure proper documentation of received goods.
• Assist with budget tracking and expense reporting.
• Support the department in maintaining compliance with local state and federal regulations.
• Assist with organizing safety training records certifications and inspection documentation.
• Maintain confidentiality of sensitive operational and team member information
• Ensure departmental documents and procedures remain current and organized.
• Assist with scheduling meetings trainings and departmental communication.
• Support onboarding coordination for Engineering team members.

• We recognize we are in the hospitality industry and that may require us to provide lateral service. 
• We will on occasion call for each individual on the team to perform various related tasks as needed in the spirit of providing exceptional guest service.

Qualifications :

• Previous administrative experience required; hospitality or engineering environment preferred.
• Strong organizational and multitasking skills with attention to detail
• Proficient in Microsoft Office including Excel and Word.
• Experience with hotel work order systems Ability to multitask work in a fast-paced environment and have a high-level attention to detail
• Maintain positive and productive working relationships with other team members and departments
• Ability to work independently and to partner with others to promote an environment of teamwork
• Must be able to stand or walk a minimum eight-hour shift
• Must be able to twist tow (push or pull) reach bend climb and carry objects as necessary
• Must have excellent communication skills and be able to read write speak and understand English
• Must be able to work inside and outside at all times of the year as needed based upon business volumes

Additional Information :

All your information will be kept confidential according to EEO guidelines.

Remote Work :

No

Employment Type :

Full-time