Engineering Coordinator

Pyramid Global Hospitality•Naples, FL

6d•Hybrid

About The Position

Pyramid Global Hospitality is a leading hospitality management company. The Naples Grande Beach Resort is currently undergoing a significant transformation and renovation, set to redefine the guest experience with redesigned rooms, vibrant culinary offerings, and premium wellness amenities. This role provides administrative, organizational, and operational support to the resort’s Engineering and Maintenance Department. The Engineering Administrative Assistant plays an important role in ensuring that maintenance requests are properly documented, assigned, tracked, and completed while maintaining accurate records of equipment, inspections, repairs, preventive maintenance, and regulatory requirements. The ideal candidate is highly organized, detail-oriented, responsive, and comfortable working in a fast-paced resort environment where priorities can change quickly.

Requirements

High school diploma or equivalent.
2–3 years of administrative, clerical, hospitality, engineering, maintenance, or related experience preferred.
Strong computer skills, including Microsoft Office or comparable productivity software.
Excellent organizational and time-management skills.
Strong written and verbal communication skills.
Ability to maintain accurate records and manage multiple priorities.
Strong attention to detail and follow-through.
Ability to work professionally with employees, vendors, contractors, and guests.
Ability to handle confidential information appropriately.

Nice To Haves

Previous administrative experience in a hotel, resort, commercial property, or Engineering/Maintenance Department.
Experience with hotel maintenance/work-order system.
Experience with purchasing, inventory, accounts payable, or invoice processing.
Familiarity with hotel operations and inter-departmental communication.
Experience coordinating contractors and service vendors.
Knowledge of basic building systems and maintenance terminology.
Experience with Microsoft Excel, including spreadsheets, sorting, filtering, and basic formulas.
Bilingual skills are a plus.

Responsibilities

Provide daily administrative support to the Director of Engineering, Chief Engineer, Engineering Supervisors, and Maintenance team.
Answer and respond to telephone calls, emails, radio communications, and internal requests directed to the Engineering Department.
Prepare correspondence, reports, spreadsheets, schedules, forms, and other departmental documents.
Maintain organized electronic and physical Engineering files.
Schedule meetings, inspections, vendor visits, preventive maintenance activities, and contractor appointments.
Prepare daily, weekly, and monthly Engineering reports as requested.
Maintain department calendars and communicate schedule changes to appropriate team members.
Assist with departmental communications and distribution of Engineering notices.
Enter, assign, update, monitor, and close maintenance work orders.
Receive maintenance requests from guest rooms, Front Desk, Housekeeping, Food & Beverage, Recreation, and other resort departments.
Ensure work orders contain accurate descriptions, locations, priorities, dates, and completion information.
Monitor outstanding work orders and follow up with Engineering personnel regarding overdue or high-priority requests.
Track preventive maintenance work orders and assist supervisors in ensuring scheduled PMs are completed on time.
Generate work-order reports and maintenance performance reports for Engineering management.
Maintain accurate records of equipment repairs, parts used, labor, vendor service, and recurring maintenance issues.
Identify recurring work orders or maintenance issues and bring them to management’s attention.
Prepare purchase orders and requisitions for Engineering parts, tools, equipment, supplies, and services.
Obtain pricing and availability from approved vendors when requested.
Assist Engineering management by comparing vendor quotes and preparing purchasing documentation.
Track purchase orders from request through delivery.
Receive invoices, packing slips, and related purchasing documentation.
Assist with maintaining accurate Engineering inventory records.
Monitor inventory levels for frequently used parts, supplies, tools, filters, lubricants, and maintenance materials.
Assist with periodic inventory counts and reconciliation.
Ensure purchases are properly coded and allocated to the appropriate department, cost center, project, or equipment.
Schedule and coordinate service calls, inspections, repairs, and preventive maintenance with outside contractors.
Maintain current vendor and contractor contact information.
Coordinate contractor access to the property with Security and other departments when required.
Confirm contractor arrival times and communicate schedules to Engineering management.
Track open vendor work orders and outstanding service issues.
Obtain and organize service reports, proposals, estimates, invoices, and warranties.
Assist with coordinating major projects and contractor activities throughout the resort.
Maintain accurate records for resort equipment and building systems.
Organize inspection, testing, certification, and maintenance documentation.
Maintain records related to elevators, fire/life-safety systems, generators, boilers, HVAC equipment, pools, water systems, electrical systems, kitchen equipment, and other critical assets as applicable.
Track expiration dates for permits, inspections, certifications, service contracts, and licenses.
Notify Engineering management of upcoming inspections, renewals, and required services.
Assist with preparation for regulatory inspections, insurance inspections, corporate audits, and internal inspections.
Maintain documentation in accordance with resort policies and applicable regulatory requirements.
Assist Engineering management with timekeeping and payroll-related administrative tasks.
Review employee time records for completeness and accuracy.
Assist with tracking overtime, call-back hours, vacation, sick time, and other approved absences.
Maintain departmental schedules and assist with coverage planning.
Prepare attendance and staffing reports as requested.
Receive and document maintenance requests involving guest rooms and public areas.
Communicate work-order status to Front Desk, Housekeeping, Guest Services, and other departments when appropriate.
Escalate urgent guest-impacting maintenance issues to the appropriate Engineering supervisor.
Maintain professional and courteous communication with resort guests, employees, vendors, and contractors.
Protect guest privacy and confidential resort information.
Provide administrative support for renovation, capital improvement, and engineering projects.
Assist with maintaining project schedules, purchase orders, invoices, proposals, and contractor documentation.
Track project-related expenses and documentation.
Prepare project files and status reports for Engineering management.
Assist with coordination of shutdowns, equipment replacements, inspections, and other planned maintenance activities.
Support special projects assigned by the Director of Engineering or Chief Engineer.