Engineering Administrative Assistant

HEI Hotels & Resorts•San Diego, CA

1d•Onsite

About The Position

Provides administrative support for the Engineering department. This includes but is not limited to answering telephones, filing, typing, preparing reports, maintaining data bases etc. Issues work requests to Engineering and Landscaping staff. Coordinates work activities including contractor work. Places orders for product and services; maintains proper purchase order control systems. Keeps track of all department invoices and maintains a proper check book system. Coordinates activities between Rental Mgmt and Engineering Department. Issues invoices for billable services. Tracks and maintains Service Dispatch system data. Keeps track of work orders. Interacts and communicates with HSKP, Front Desk, F&B, Conference Services and other key departments to expedite service needs. Coordinates, issues and modifies work schedules for engineering and landscaping departments. Keeps track of attendance, vacations etc. Is responsible for all payroll related matters. Issues required personnel action forms. Attends pre-con, staff, MOD and other operation meetings. Maintains proper stock of office supplies and keeps office clean and organized. Keeps immediate superior promptly and fully informed of all problems or unusual matters of significance coming to her/his attention so that prompt corrective action can be taken when appropriate. Prepares reports as requested for a more informative data base for improved management decision making and critical evaluation of work activities. Prepares all duties/accountabilities in a timely and efficient manner following established company policy and projecting a favorable image of Hawk’s Cay Resort & Spa. Attends meetings to maintain favorable working relationships among resort employees and promote maximum moral, productivity and efficiency. Adheres to scheduled work hours; is punctual in reporting and gives ample notice to supervisor if she/he can not meet schedule to ensure man power coverage. Performs any other job related duties as required.

Requirements

High school diploma or higher education.
Advanced computer skills required.
Effective verbal and written communication skills.
Ability to adapt communication style to suit different audiences, such as effectively communicating with supervisors, coworkers, public etc.
Must be organized and structured.
Must be flexible, friendly and have good people skills.
Must be able to multi-task
Must be able to sit for long periods of time and work in front of a computer terminal.

Nice To Haves

Previous work experience in a engineering or contracting office environment preferred.

Responsibilities

Provides administrative support for the Engineering department.
Issues work requests to Engineering and Landscaping staff.
Coordinates work activities including contractor work.
Places orders for product and services; maintains proper purchase order control systems.
Keeps track of all department invoices and maintains a proper check book system.
Coordinates activities between Rental Mgmt and Engineering Department.
Issues invoices for billable services.
Tracks and maintains Service Dispatch system data.
Keeps track of work orders.
Interacts and communicates with HSKP, Front Desk, F&B, Conference Services and other key departments to expedite service needs.
Coordinates, issues and modifies work schedules for engineering and landscaping departments.
Keeps track of attendance, vacations etc.
Is responsible for all payroll related matters.
Issues required personnel action forms.
Attends pre-con, staff, MOD and other operation meetings.
Maintains proper stock of office supplies and keeps office clean and organized.
Keeps immediate superior promptly and fully informed of all problems or unusual matters of significance.
Prepares reports as requested for a more informative data base for improved management decision making and critical evaluation of work activities.
Prepares all duties/accountabilities in a timely and efficient manner following established company policy and projecting a favorable image of Hawk’s Cay Resort & Spa.
Attends meetings to maintain favorable working relationships among resort employees and promote maximum moral, productivity and efficiency.
Adheres to scheduled work hours; is punctual in reporting and gives ample notice to supervisor if she/he can not meet schedule to ensure man power coverage.
Performs any other job related duties as required.