Operation Administrative Assistant

The Las Olas Company / Riverside Hotel•Fort Lauderdale, FL

34d•Onsite

About The Position

The Engineering Administrative Assistant provides administrative and operational support to the Engineering Department by coordinating work orders, maintaining department records, processing invoices, assisting with purchasing, scheduling preventive maintenance, managing vendor documentation, and supporting compliance initiatives. This position serves as the central administrative resource for the department and works closely with hotel leadership, vendors, and all operating departments to ensure efficient operation of the property's maintenance and engineering functions.

Requirements

High School Diploma or GED required.
Minimum of two (2) years of administrative experience.
Strong organizational and time-management skills.
Excellent written and verbal communication skills.
Proficiency in Microsoft Office Suite (Word, Excel, Outlook, PowerPoint).
Ability to create spreadsheets, reports, and maintain databases.
Strong attention to detail and accuracy.
Ability to prioritize multiple assignments while meeting deadlines.
Professional and respectful customer service skills.
Ability to maintain confidentiality and exercise sound judgment.
Ability to work independently and collaboratively in a fast-paced environment.

Nice To Haves

Associate's degree in Business Administration, Office Administration, Hospitality, or a related field preferred.
Previous hotel or facilities maintenance administrative experience preferred.
Experience with purchasing, inventory control, or accounts payable preferred.
Knowledge of computerized maintenance management systems (CMMS) preferred.
Basic understanding of engineering terminology, building systems, and preventive maintenance programs.
Experience in using hotel maintenance management software.
Experience of hotel property management systems.
Knowledge of accounts payable and purchasing processes.
Familiarity with OSHA regulations, fire life safety documentation, and preventive maintenance programs.
Bilingual (English/Spanish) preferred.

Responsibilities

Provide administrative support to the Director of Engineering and Engineering team.
Answer department telephone calls and respond to emails professionally and promptly.
Prepare correspondence, reports, spreadsheets, presentations, and meeting agendas.
Schedule departmental meetings and maintain calendars.
Prepare meeting minutes and distribute action items.
Maintain engineering files, manuals, warranties, permits, and equipment documentation.
Organize department records in accordance with company retention requirements.
Receive, enter, prioritize, and assign maintenance work orders through the hotel's maintenance management system.
Monitor work order completion and follow up on overdue requests.
Communicate work order status with hotel departments.
Generate work order and preventive maintenance reports for leadership.
Maintain accurate maintenance records and departmental metrics.
Create purchase requisitions and purchase orders.
Coordinate ordering of engineering supplies, parts, tools, and equipment.
Track deliveries and verify packing slips and invoices.
Maintain inventory records for tools, equipment, and maintenance supplies.
Assist with annual inventory counts.
Coordinate vendor pricing and obtain competitive quotes as requested.
Schedule vendor appointments and contractor visits.
Maintain current Certificates of Insurance (COIs), licenses, and vendor documentation.
Coordinate access for contractors working on property.
Maintain vendor contact lists.
Assist with service agreements and maintenance contracts.
Process invoices and submit them for approval.
Monitor departmental expenditure.
Assist with budget tracking and monthly expense reports.
Maintain organized purchasing records.
Reconcile invoices with purchase orders and receiving documentation.
Maintain preventive maintenance schedules.
Assist with tracking inspections and regulatory compliance deadlines.
Schedule equipment servicing and inspections.
Maintain records of completed preventive maintenance activities.
Maintain OSHA, fire safety, and regulatory compliance records.
Organize Safety Data Sheets (SDS) and department safety documentation.
Track required certifications and training records for engineering associates.
Assist with emergency preparedness documentation.
Maintain permits, inspection reports, and equipment certifications.
Serve as liaison between Engineering and other hotel departments.
Coordinate requests from Housekeeping, Front Office, Food & Beverage, Security, and Sales.
Communicate equipment outages and project updates to affected departments.
Provide excellent customer service to internal and external guests.
Maintain confidentiality of company information.
Assist with department projects and renovations.
Maintain a clean and organized engineering office.
Perform additional duties as assigned.