Engineering Administrative Assistant

AccorHotel•Miami Beach, FL

23h•Onsite

About The Position

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.

Requirements

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

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 hotel's 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.
Perform various related tasks as needed in the spirit of providing exceptional guest service.