Engineering Administrative Coordinator
About The Position
Under the general guidance of the Director of Engineering, the Engineering Administrative Coordinator supports the daily operations of the Engineering Department through administrative and coordination tasks. The role manages work orders, maintains records, assists with vendors and procurement, and supports accurate reporting and compliance. It also facilitates communication between engineering, other departments, and external contractors to support efficient maintenance and operations. The position may also perform related tasks as needed to provide exceptional guest service. It requires working inside and outside throughout the year as needed based on business volumes, and supporting the department during emergency situations by remaining calm and alert.
Requirements
- Previous administrative experience required; hospitality or engineering environment preferred.
- Strong organizational and multitasking skills with attention to detail.
- Proficiency in Microsoft Office, including Excel and Word.
- Experience with hotel work order systems.
- Ability to multitask and work in a fast-paced environment with a high level of attention to detail.
- Ability to maintain positive and productive working relationships with team members and departments.
- Ability to work independently and partner with others to promote teamwork.
- Ability to stand or walk for a minimum eight-hour shift.
- Ability to twist, tow (push or pull), reach, bend, climb, and carry objects as necessary.
- Excellent communication skills and ability to read, write, speak, and understand English.
- Ability to work inside and outside at all times of the year as needed based on business volumes.
- Ability to remain calm and alert, especially during emergency situations.
Nice To Haves
- Hospitality or engineering administrative experience.
Responsibilities
- Provide administrative support to the Engineering leadership team.
- Maintain departmental files, records, permits, licenses, and compliance documentation.
- Prepare reports, spreadsheets, presentations, and correspondence as needed.
- Organize and maintain engineering logs, work orders, and preventive maintenance records.
- Answer departmental calls and respond to internal requests in a timely and professional manner.
- Monitor and distribute work orders through the hotel's maintenance system.
- Track completion status of preventive and corrective maintenance tasks.
- Follow up with departments regarding maintenance requests and updates.
- Assist with maintaining accurate inventory and equipment records.
- Process purchase orders, invoices, and requisitions for engineering supplies and services.
- Coordinate deliveries and ensure proper documentation of received goods.
- Assist with budget tracking and expense reporting.
- Support the department in maintaining compliance with local, state, and federal regulations.
- Assist with organizing safety training records, certifications, and inspection documentation.
- Maintain confidentiality of sensitive operational and team member information.
- Ensure departmental documents and procedures remain current and organized.
- Assist with scheduling meetings, trainings, and departmental communication.
- Support onboarding coordination for Engineering team members.
- Communicate clearly with venue teams and team members, listen to and understand requests, respond appropriately, and provide accurate information.
- Perform various related tasks as needed to support exceptional guest service.
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What This Job Offers
Job Type
Full-time
Education Level
No Education Listed
