Engineering - Engineering Coordinator

Halekulani Hotel•Honolulu, HI

About The Position

The Engineering Coordinator provides comprehensive administrative and operational support to the Engineering Department, ensuring efficient office and staff management, budget oversight, and project coordination. This position is responsible for coordinating financial processes, including but not limited to preparing and processing requisitions, purchase orders, and invoices, as well as monitoring and tracking departmental budgets. Additionally, the role includes managing schedules, organizing and maintaining documentation, coordinating meetings, and assisting with various administrative tasks to support engineering projects. ESSENTIAL FUNCTIONS & RESPONSIBILITIES Office/Staff Management: Manages weekly work schedules by inputting and monitoring staffing guidelines, labor forecasts, and labor targets; adjusts goals and schedules as needed to align with business demands and labor objectives. Coordinates employee scheduling needs, including time-off requests, schedule changes, and overtime, with approval from the Director of Engineering. Provides oversight and guidance to the CMMS Coordinator to ensure operational efficiency. Partners with Human Resources, under the direction of the Director of Engineering, to support all phases of the employee lifecycle for Engineering staff, including recruitment, selection, employment changes, performance management, and separations. Organizes and tracks required staff training, ensuring all licenses and certifications remain current and compliant. Enforces safety protocols and prepares required reports for workplace incidents and accidents.. Budget & Cost Management Support: Oversees the inventory and purchases of all parts, supplies, tools and equipment related to Engineering, through direct contact with sales representatives. Submits and processes all invoices and purchase orders, ensuring accuracy and timely submission in coordination with the accounting department. Tracks and organizes project budgets and expenses. Prepares and maintains financial records related to engineering projects, including purchase orders, invoices, and receipts. Partners with the accounting department to ensure timely processing of payments and reimbursements for project-related costs. Coordination, Scheduling & Administrative Support: Provides general administrative assistance to the engineering team, including scheduling meetings with vendors, contractors, and other departments to facilitate project progress and resolve any issues that may arise. Prepares, organizes, and distributes reports, memos, and other documents to ensure smooth coordination across teams. Ensure staff have all the necessary tools and information for projects, such as orders, specifications, drawings, and project updates. Schedules and coordinate meetings, site visits, and inspections for engineering projects. Ensure all project-related materials and documentation are organized and are stored securely and in compliance with company policies. Orders and maintain office supplies, including materials needed for engineering projects and general office administration. Project Coordination: Coordinates engineering project schedules, ensuring that deadlines are met and resources are available. May assist with the tracking of project timelines and deliverables, providing reminders and follow-ups as needed. Maintains accurate and up-to-date files for engineering projects, including contracts, change orders, permits, drawings, and technical specifications. Implements a preventive maintenance program of all-building equipment and guestrooms, including the training of the Engineering staff on the management of such a program. Performs all other duties as may be required or assigned.

Requirements

High school diploma or equivalent vocational training certificate.
Two (2) to five (5) years of experience in office administration or general administrative support in a professional office environment.
Any combination of education and experience which would provide the necessary knowledge, skills, and abilities to meet the minimum qualifications to perform the essential functions of this position
Proficiency with Microsoft Office Suite (Word, Excel, Outlook) and basic accounting software.
Strong organizational and time management skills.
Ability to handle sensitive information with confidentiality.
Excellent written and verbal communication skills.
Detail-oriented with the ability to manage multiple tasks at once.
Must be highly organized, detail-oriented and possess the ability to multi-task.
Must be able to comprehend, analyze, organize and prioritize a wide variety of information within time limitations.
Requires the ability to read and perform mathematical calculations.
Requires concentration, alertness and attention to detail.
Must be able to perform under stressful conditions while maintaining a courteous and professional demeanor.
Must be able to work collaboratively with other team members.

Nice To Haves

Bachelor's degree in business administration or related field preferred.

Responsibilities

Manages weekly work schedules by inputting and monitoring staffing guidelines, labor forecasts, and labor targets; adjusts goals and schedules as needed to align with business demands and labor objectives.
Coordinates employee scheduling needs, including time-off requests, schedule changes, and overtime, with approval from the Director of Engineering.
Provides oversight and guidance to the CMMS Coordinator to ensure operational efficiency.
Partners with Human Resources, under the direction of the Director of Engineering, to support all phases of the employee lifecycle for Engineering staff, including recruitment, selection, employment changes, performance management, and separations.
Organizes and tracks required staff training, ensuring all licenses and certifications remain current and compliant.
Enforces safety protocols and prepares required reports for workplace incidents and accidents.
Oversees the inventory and purchases of all parts, supplies, tools and equipment related to Engineering, through direct contact with sales representatives.
Submits and processes all invoices and purchase orders, ensuring accuracy and timely submission in coordination with the accounting department.
Tracks and organizes project budgets and expenses.
Prepares and maintains financial records related to engineering projects, including purchase orders, invoices, and receipts.
Partners with the accounting department to ensure timely processing of payments and reimbursements for project-related costs.
Provides general administrative assistance to the engineering team, including scheduling meetings with vendors, contractors, and other departments to facilitate project progress and resolve any issues that may arise.
Prepares, organizes, and distributes reports, memos, and other documents to ensure smooth coordination across teams.
Ensure staff have all the necessary tools and information for projects, such as orders, specifications, drawings, and project updates.
Schedules and coordinate meetings, site visits, and inspections for engineering projects.
Ensure all project-related materials and documentation are organized and are stored securely and in compliance with company policies.
Orders and maintain office supplies, including materials needed for engineering projects and general office administration.
Coordinates engineering project schedules, ensuring that deadlines are met and resources are available.
May assist with the tracking of project timelines and deliverables, providing reminders and follow-ups as needed.
Maintains accurate and up-to-date files for engineering projects, including contracts, change orders, permits, drawings, and technical specifications.
Implements a preventive maintenance program of all-building equipment and guestrooms, including the training of the Engineering staff on the management of such a program.
Performs all other duties as may be required or assigned.