The Engineering Administrative Assistant is responsible for all administrative duties in a specific area. The coordinator will work independently under minimal supervision. This position relies on experience, instructions, pre-established guidelines and judgment to perform the functions of the job, plan and accomplish goals. A certain degree of creativity and latitude is required. Primary Duties and Tasks:
- Maintain a positive guest relation at all times, resolving guest complaints and ensuring guest satisfaction. Greet guests in a courteous and caring manner using personalized service.
- Perform administrative duties to support departmental management including managing calendars, handling calls, scheduling appointments and coordinating travel arrangements.
- Compose, prepare and distribute professional letters and memos, and email often of a confidential nature.
- Prepare and process purchase orders, expense reports, invoices, check requests, and telecommunication requests for approval.
- May be responsible for maintaining the department checkbook and for updating a budget back-up. Assist in maintaining the department budget.
- Reviews department contracts and agreements to ensure accuracy and informs management of recommendations for amendments.
- Takes notes and/or minutes, routes incoming mail, and performs all administrative aspects of the job.
- Use creativity and judgement in assigned duties, Assigned tasks will be performed independently, using pre-established procedures and guidelines.
- Responsible for the safeguarding, confidentiality and privacy of all colleague information.
- Answer phone calls, emails and voicemails daily and respond in a timely manner with accurate information. Serve as a resource to all colleagues in the company.
- Perform routine clerical duties such as copying, scanning, filing and mailing of appropriate items, make copies of company forms or other printed material.
- Ensures that department supplies are maintained, ordering additional supplies as necessary and maintain filing systems.
- Utilizes various software programs to monitor job requisitions, status of evaluations, time and attendance and other related duties.
- Keep accurate and timely records and prepare statistical reports related to major area of responsibility.
- Maintains a working knowledge of company facilities, as well as special events on property, in order to advise guests and fellow colleagues of the same, whenever possible.
- Responsible for maintaining the department checkbook and for updating a budget back-up.
- Responsible for conducting all responsibilities in a professional and ethical manner.
- Responsible for maintaining consistent, regular attendance record and meet appearance standards.
- Adheres to performance standards, company policies and procedures, as they relate to the department.
- Assist in maintaining the department budget
- Track and analyze the Fairmont Grand Del Mar recycling program.
- Collect and log data from recycling vendors as items are collected.
- Administer programs, projects, and/or processes specific to the department.
- Serve as administrative liaison with other departments and outside entities.
- Perform time and attendance duties for the department as required.
- Serves as a mentor for colleagues in the department
- Perform other duties as assigned.