Engineering Administrator

Peregrine Hospitality•Napa, CA

5d•Onsite

About The Position

The Engineering Administrator provides administrative and operational support to the department by coordinating and ensuring that all projects are completed on time, within budget, and meet high quality standards. The individual will also be responsible for monitoring repair requests and notifying Lead Engineers, Sr. Administrator, and Director of Engineering of any prolonged requests and requests that have not been assigned. This role requires adherence to the company’s Service culture – 4 Keys to creating guests for life, active participation in the team member referral program, and being a Talent Ambassador for Silverado Resort. The position also involves participating in all resort-required meetings and training courses, maintaining high standards of personal appearance and grooming, and complying with Silverado Resort Standards and regulations to encourage safe and efficient resort operations. The administrator will prepare daily, weekly, or monthly reports for all planned maintenance programs for the Engineering Department, coordinate project management activities, resources, equipment, and information with regulatory organizations, and manage project-related paperwork such as purchase orders, packing slips, and quotes. They will also document and follow up on all out-of-order units and expedite their return to inventory, communicate unit issues/work orders with the Owner Relations Department, and facilitate appliance, HVAC, plumbing, and pest control issues within units with rental partners, vendors, Owner Relations, Senior Administrator, and Director of Engineering. Monitoring project progress, handling arising issues, answering phones, and providing services to guests, members, rental partners, and other departments are also key responsibilities. Additionally, maintaining an accurate inventory of parts and supplies, including physical inventory checks and maintaining par levels, is required. The role supports the Senior Administrator with Safety and Loss prevention and Owner Relations with scheduling installations of Saltos and new connecting door hardware. Monitoring and processing preventive maintenance (PM) and corrective maintenance work orders, tracking work order completion, and following up with engineering staff for timely closure are essential. Maintaining accurate maintenance records within Nuvola, filling in charge backs daily in the owner relations portal, and sending lists of billbacks to Owner Relations are also part of the duties. The administrator must abide by all resort policies and safety rules and perform other duties as requested by management. They will attend weekly Rooms maintenance meetings in the absence of the Senior Administrator.

Requirements

Previous experience in an administrative role is preferred.
Solid organizational skills, including multitasking, time-management & self-motivation.
Experience with Microsoft Office Suite (Excel, Word, Outlook, PowerPoint).
Experience in using HMS, Nuvola or hotel maintenance software preferred.
Strong organizational and time-management skills.
Excellent written and verbal communication skills.
Ability to maintain confidentiality and handle sensitive information professionally.
Must be able to sit/stand at a desk for up to 7 hours per day in front of the computer.
Must be able to operate a golf cart.
Proof of identity and eligibility to work in the United States (confirmed through E-Verify).

Nice To Haves

Proficient in using Nuvola and ensuring compliance with the resorts protocol.
Experience in using HMS, Nuvola or hotel maintenance software.

Responsibilities

Provides administrative and operational support to the department.
Coordinates and ensures projects are completed on time, within budget, and meet high quality standards.
Monitors repair requests and notifies relevant personnel of prolonged or unassigned requests.
Prepares daily, weekly, or monthly reports for the Engineering Department's planned maintenance programs.
Coordinates project management activities, resources, equipment, and information with regulatory organizations.
Manages project-related paperwork, ensuring materials are current, filed, and stored properly.
Plans project schedules and incorporates new information.
Documents and follows up on out-of-order units to expedite their return to inventory.
Communicates unit issues/work orders with the Owner Relations Department.
Facilitates appliance, HVAC, plumbing, and pest control issues within units with rental partners, vendors, Owner Relations, Senior Administrator, and Director of Engineering.
Monitors project progress and handles any issues that arise.
Answers phones and provides services to guests, members, rental partners, and other departments.
Maintains an accurate inventory of parts and supplies, including physical inventory and par levels.
Supports Senior Administrator with Safety and Loss prevention and Owner Relations with scheduling installations.
Monitors and processes preventive maintenance (PM) and corrective maintenance work orders.
Tracks work order completion and follows up with engineering staff for timely closure.
Maintains accurate maintenance records within Nuvola.
Fills in charge backs daily in the owner relations portal.
Sends lists of billbacks to Owner Relations.
Abides by all resort policies and safety rules.
Performs other duties as requested by management.
Attends weekly Rooms maintenance meetings in the absence of the Senior Administrator.