Engineering Administrative Assistant

Westgate Resorts•Gatlinburg, TN

21h•Onsite

About The Position

The Engineering Administrative Assistant supports the Engineering and Maintenance teams by handling administrative tasks, financial documents reviews, data analysis and system operations. Reporting to the Engineering Department leader, the role ensures efficient operations through scheduling, record-keeping, payroll management, and vendor coordination. The ideal candidate will bring strong organizational skills and professionalism to help maintain seamless project coordination.

Requirements

Minimum of 1 to 2 years of administrative experience in a professional setting is required
Proven proficiency in Microsoft Office Suite, including Word, Excel, PowerPoint, and Outlook
High school diploma / GED – required
Exceptional organizational and time management skills with a proven ability to handle multiple tasks effectively
Advanced written and verbal communication skills, with the ability to prepare professional presentations and documentation
Must be at least 18 years old
Required to pass a background check, drug test, and prove eligibility to work in the United States

Nice To Haves

Familiarity with facilities management, maintenance or construction industry is an advantage
have a valid driver’s license to drive company golf carts

Responsibilities

Provide administrative support to the Engineering and Maintenance teams, including scheduling, meeting coordination, and document preparation
Serves as a key point of contact for field technicians, offering administrative and system support to streamline operations and resolve issues efficiently
Process and maintain records of purchase orders, departmental checkbooks, and receipts for audit and reference
Review financial documents, such as Profit & Loss statements, and track payroll submissions for accuracy and timeliness
Manage and oversee data entry, reporting, and overall functionality of systems like Medallia and HotSOS to support decision-making
Provide direct administrative support to the Director of Engineering, including calendar management, preparation of presentations and documents
Assist in onboarding and preparing new hires by coordinating training schedules, setting up system access, and ensuring all necessary documentation and resources are provided
Coordinate with vendors, contractors, and internal departments to resolve issues and ensure smooth project execution
Build and maintain strong professional relationships with stakeholders to ensure compliance and effective collaboration
Communicate clearly and professionally through various channels, including email, phone, and verbal interactions
Identify and report potential hazards, assist with maintenance tasks when needed, and ensure adherence to company policies
Represent the company professionally through behavior and appearance
Perform additional duties as assigned by leadership

Benefits

Comprehensive Health Benefits – Medical, Dental, and Vision Coverage
Paid Time Off – Vacation, Sick, and Personal Time to Recharge
Paid Holidays
401(k) with Generous Company Match to Support Your Future
Daily Pay – Access Your Earnings When You Need Them
Family-Focused Benefits – Pregnancy, Parental Leave, and Adoption Assistance
Wellness Programs to Support Your Well-Being
Flexible Spending Accounts (FSA)
Tuition Assistance to Help You Grow Your Career
Military Leave
Employee Assistance Program (EAP) – Support When You Need It Most
Life, Disability, Accident, Critical Illness, and Hospital Insurance
Pet Insurance for Your Furry Family Members
Loyalty Program – Exclusive Discounts on Hotels, Cruises, Resorts, Restaurants, Entertainment, and More
Low-Cost Gym Membership
NEW! David A. Siegel Legacy Scholarship – Up to $40,000 for Team Members’ Dependents
Career Growth and Advancement Opportunities
Community Involvement – Give Back and Make an Impact