Administrative Assistant, Engineering Department

Loews Hotels & Co•Tucson, AZ

21h•Onsite

About The Position

The Administrative Assistant will serve as the backbone of the Engineering team’s success, bringing organizational excellence and a passion for service to ensure smooth operations behind the scenes. This role involves managing critical documentation, coordinating schedules, and supporting team communications to keep the Engineering department running efficiently and effectively. The ideal candidate thrives in a dynamic environment, enjoys solving problems, and takes pride in delivering exceptional support.

Requirements

1–2 years of experience in hospitality or administrative support, ideally within a hotel environment, preferred.
High school diploma or equivalent required; additional education or certifications in hospitality or administration, preferred.
Familiarity with Engineering or Maintenance operations and related processes.
Proficiency in Microsoft Office Suite (Word, Excel, Outlook) with strong technical aptitude.
Exceptional organizational skills and the ability to manage multiple priorities with accuracy and efficiency.
Strong communication and interpersonal abilities, with a collaborative mindset.
Proven track record of maintaining detailed records and supporting compliance requirements.
Ability to stand, walk, reach, and lift/pull/push 35 plus pounds regularly throughout the shift.
Flexibility to work varying shifts, including nights, weekends, and holidays, as needed.

Nice To Haves

Experience in hospitality or administrative support, ideally within a hotel environment.
Additional education or certifications in hospitality or administration.

Responsibilities

Serve as the first point of contact for the Engineering department by answering calls, greeting visitors, and directing inquiries.
Manage and track maintenance requests and work orders, ensuring accurate documentation and timely follow-up.
Prepare and process purchase requisitions, orders, and invoices, verifying accuracy and maintaining organized records.
Monitor departmental budgets, update expense logs, and report discrepancies to leadership.
Coordinate payroll, attendance, and vacation records for team members.
Support onboarding and maintain employee training records in partnership with Human Resources.
Organize calendars, schedule meetings, and assist with reports and meeting minutes for Engineering leadership.
Maintain departmental files, safety compliance records, and preventive maintenance logs.
Facilitate pre-shift and department meetings, ensuring smooth communication and preparation.
Keep storage areas and records organized, providing information to other departments as needed.
Demonstrates regular and reliable attendance.
Other duties as assigned.