Engineering Administrative Assistant
About The Position
Provides clerical, secretarial, and administrative support to the Chief Engineer and Complex Engineering Director. Duties include dictation, typing, computer input, filing, tracing, answering telephones, printing reports, preparing payroll records, maintaining manager files and departmental records and logs, and accepting, logging, and distributing maintenance requests. The role also supports engineering operations, guest and resident requests, preventive maintenance records, budgets, purchasing, and coordination with other hotel departments. Work may take place in different areas of the hotel, and the schedule may include early mornings, evenings, nights, and weekends.
Responsibilities
- Maintain knowledge of and comply with departmental policies, service procedures, standards, and proper equipment use.
- Resolve guest and resident complaints and document requests and complaints; communicate them to appropriate personnel and follow up on satisfaction.
- Maintain cleanliness, sanitation, and organization of assigned work areas; set up the workstation with necessary supplies and resources.
- Use computer functions; maintain and update databases, records, logs, reference materials, and departmental forms.
- Read and update the log book with pertinent information.
- Check employee attendance and document tardiness and absenteeism.
- Prepare supply requisitions, submit them to the Chief Engineer, and maintain necessary supply par levels.
- Maintain monthly budgets and assist with preparing the annual budget.
- Handle lost-and-found items and claims.
- Open the office and prioritize assignments and tasks for the shift.
- Answer telephones, record messages, make requested calls, greet visitors, and assist people arriving at the engineering department.
- Maintain appointment calendars and trace files for engineering leadership and communicate daily traces to the Chief Engineer.
- Establish and maintain filing procedures and contractor and vendor contact records.
- Retrieve and distribute departmental mail; arrange overnight mail, delivery, and messenger services; prepare, receive, and distribute faxes; and make photocopies.
- Type correspondence, memos, and reports; attend designated meetings, take minutes, transcribe them, and distribute them.
- Coordinate office equipment repairs while minimizing costs and obtain purchase-order bids for required items.
- Accept in-house maintenance requests, prepare and distribute work orders for prioritization, and monitor their completion.
- Maintain guest-room and public-area preventive maintenance programs and records.
- Coordinate room status with Housekeeping and the Front Desk; maintain accurate condominium unit records.
- Maintain confidentiality and security of designated company information, correspondence, reports, and files.
- Prepare daily or weekly departmental payroll records and submit them to the Chief Engineer.
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What This Job Offers
Job Type
Full-time
Education Level
No Education Listed
