Engineering - Administrative Assistant

Ojai Valley Inn•Ojai, CA

13d

About The Position

The Engineering Administrative Assistant is responsible for all administrative activities in support of the Engineering department as pertaining to coordination of guest and Engineering requests for; rooms, equipment, public area spaces, construction, Safety Committee and other projects. Manages the department inventory and coordinates purchase orders. Organizes and coordinates appointments with contractors and vendors. Maintain vendor list. Answer phones and direct calls to the proper party or take a message. Responds to routine inquiries and correspondence and sends email and mail. Create reports, spreadsheets and presentations. Responsible for overseeing the organization’s FF&E library, all warranty information, and conducting research. May help compile procedure manuals, which could include editing technical drawings and other diagrams. Any other duties assigned by the Director of Engineering or Assistant Director of Engineering. Responsible for assisting with the day-to-day operations of the Engineering Department including, but not limited to, preventative maintenance, trouble calls, and budgeting. Will be under the DOE and ADOE sourcing and ordering of needed parts for both day to day maintenance, and special projects. Will be maintaining both documents and parts with solid communication and proven organizational skills. Administrative duties will include: organizing and prioritizing work, both from E-mails and through Knowcross applications, maintaining a par system with commonly used parts and equipment. Responsible for assisting with professional development and establishing and improving operating protocols and procedures.

Requirements

Proficient in Microsoft Office systems and GSuite.
Good clerical skills including proper telephone etiquette, alphabetical/numerical filing, use of copy machines, facsimile, and other standard equipment.
Good organizational skills.
Good communication skills, both verbal and written.
Good grammar usage.
Able to compose correspondence including letters, emails, memos and reports.
Able to work under pressure and meet deadlines.
Able to work and contribute to a team environment.
Able to work overtime to complete assignments as required.
Must have valid driver's license.

Nice To Haves

Mechanical aptitude and understanding of mechanical/engineering vocabulary and engineering drawings.
Knowledge of hotel law.
Knowledge and ability to execute an emergency plan.
Prior guest relations training.
Bilingual (English/Spanish) language skills.
Knowledge of networked Fire control systems.
Knowledge of Johnson Controls Systems.
Knowledge of Adaco Purchasing Platform.
Knowledge of Work Order programs (Knowcross, Hotsos).

Responsibilities

Coordinate guest and Engineering requests for rooms, equipment, public area spaces, construction, Safety Committee and other projects.
Manage department inventory and coordinate purchase orders.
Organize and coordinate appointments with contractors and vendors.
Maintain vendor list.
Answer phones and direct calls or take messages.
Respond to routine inquiries and correspondence.
Send email and mail.
Create reports, spreadsheets, and presentations.
Oversee the organization's FF&E library and all warranty information.
Conduct research.
Compile procedure manuals, which may include editing technical drawings and diagrams.
Assist with the day-to-day operations of the Engineering Department, including preventative maintenance, trouble calls, and budgeting.
Source and order needed parts for day-to-day maintenance and special projects under the direction of the DOE and ADOE.
Maintain documents and parts with solid communication and proven organizational skills.
Organize and prioritize work from emails and Knowcross applications.
Maintain a par system with commonly used parts and equipment.
Assist with professional development.
Establish and improve operating protocols and procedures.