Engineering Administrative Assistant

Omni Hotels & Spas•Atlanta, GA

About The Position

This role provides essential administrative support to the engineering department, focusing on maintaining organized records, coordinating work orders and schedules, facilitating communication, ensuring compliance and safety, and supporting vendor and contractor relations. The position requires excellent organizational skills, proficiency in Microsoft Office, and strong communication abilities.

Requirements

Prior experience as office coordinator or in a similar role is required.
Knowledge of basic bookkeeping principles and office management systems and procedures.
Outstanding knowledge of Microsoft Office and/or other office software.
Working knowledge of office equipment.
Excellent communication and interpersonal skills.
Organized with the ability to prioritize and multi-task.
Reliable with patience and professionalism.

Nice To Haves

Experience in customer service is preferred.

Responsibilities

Maintain organized digital and physical filing systems for maintenance logs, inspection reports, vendor invoices, and compliance documents.
Prepare daily, weekly, and monthly maintenance reports for management review.
Track expenditures, purchase orders, and departmental budget information.
Assist with inventory management for tools, supplies, and replacement parts.
Receive, prioritize, and distribute work orders from staff, guests, and management.
Monitor work order progress and follow up to ensure timely completion.
Schedule routine preventive maintenance, safety inspections, and vendor service appointments.
Maintain an updated departmental calendar for repairs, project timelines, and contractor visits.
Serve as the communication link between maintenance staff, front office, housekeeping, management, and vendors.
Provide status updates on open tasks or urgent repairs.
Respond to guest or staff inquiries with professionalism and accuracy.
Document guest-impact issues and escalate when needed.
Help maintain records required for OSHA, ADA, and hotel brand standards.
Ensure inspection logs (fire systems, boilers, elevators, pools, etc.) are completed and stored accurately.
Support Director of Engineering and/or Engineering Leadership in preparing for audits, walkthroughs, brand inspections and any other operational assistance.
Communicate with approved vendors for quotes, scheduling, and service confirmations.
Verify service reports and invoices before submitting for approval.
Assists with creating and receiving purchase orders.
Track warranties, service contracts, and renewal dates.