Admin Assistant Engineering

Loews Hotels•Miami Beach, FL

2d•Onsite

About The Position

A beloved hotel with an enviable oceanfront location is now even better, following a $50 million renovation. Our newly redesigned Loews Miami Beach Hotel includes all-new touchpoints throughout the property. Welcome to a South Beach Icon, Reimagined. This position is responsible for processing all incoming/outgoing communications, handling Maintenance Request processes, coordinating purchasing operations, as well as assisting the Chief and Assistant Chief Engineer with maintaining all required records and preparation of all reports for the department.

Requirements

Effective verbal and written communications skills
Typing/Keyboarding skills at or above 40 wpm
Ability to operate basic office equipment to include; fax, copiers, calculators, multi-line phone
Exceptional organization and record maintenance skills
Computer skills to include MS-Office, Computerized Maintenance Management such as OmniCom, Espresso or equivalent
Knowledge of Engineering/Maintenance operations
Ability to work flexible schedule to include weekends and holidays

Responsibilities

Answer phones, take and transmit messages
Greet vendors, suppliers and visitors to the department
Assist, direct subcontract labor, vendors and/or suppliers to the areas needing their attention
Process all Maintenance Requests Work Orders transmitted to department
Maintain completed Maintenance Requests records
Return department copy of all completed Maintenance Requests to initiating department
Maintain departmental ”Activity Board”
Prepare purchase requisitions for all materials necessary to maintain daily operation of department
Upon receipt of approved purchase requisition, prepare purchase order and distribute copies to appropriate parties.
Confirm receipt of purchase order by vendor and track progress till received
Receive deliveries/confirm accuracy of shipping invoice by comparison to purchase order
Code incoming invoices with proper departmental codes for Chief Engineer cost allocation
Maintain materials purchase order files for all vendors/suppliers
Maintain/Update departmental “Check Book” / expense log, cross-reference to budgetary guidelines for analysis of operating efficiency.
Bring discrepancies to Director and/or Assistant Directors attention as needed
Work with Accounting Department to resolve any problems associated with purchase orders/receiving tickets
Maintain daily attendance and payroll related records to include sign in/out logs, overtime authorization forms, vacation and sick leave records for all departmental employees
Establish and maintain records system to document all departmental employee training activities
Maintain contact information file for all departmental employees
Maintain appointment calendar for Director, track appointments and inform him of scheduled meetings
Prepare daily/weekly payroll record for transmittal to Paymaster
Prepare payroll analysis information for review by Director
Coordinate requests for vacation and vacation schedules, for departmental employees
Coordinate interviews and process new hire paperwork for all department personnel
Track new hire 30 and 90 day check list processes
Process mail for department
Prepare memos and letters for transmittal
Assist Director and Assistant Director in preparation of all required reports, Maintains copies of and completion log for all required reports
Make photocopies when required
Transmit / receive facsimile correspondence as necessary
Maintain active reader file for Director, Chief and Assistants
Maintain equipment preventive maintenance service records
Keep minutes for all departmental meetings
Organize and maintain department file records
Produce/assist in production of all reports generated by department
Maintain listing of all hotel storage areas and their contents, provide information to departments as requested
Maintain MSDS files to conform with OSHA required standards
Other duties as assigned
Promotes applies teamwork skill at all times
Notifies appropriate individual promptly and fully of problems and/or unusual matters of significance
Is polite, friendly, and helpful to guests, management and fellow employees
Attends appropriate hotel meetings and training sessions
Complies with required safety regulations and procedures
Complies with hotel and department standards, policies and rules
Recycles whenever possible
Remains current with hotel information and changes
Complies with hotel uniform and grooming standards
Maintains cleanliness and excellent condition of equipment and work area
Executes emergency procedures in accordance with hotel standards