JOB OVERVIEW
Under the general guidance of the Director of Engineering, the Engineering Administrative Assistant supports the daily operations of the Engineering Department through administrative and coordination tasks. This role manages work orders, maintains records, assists with vendors and procurement, and ensures accurate reporting and compliance. The position also facilitates communication between engineering, other departments, and external contractors to support efficient maintenance and operations.
YOUR KEY RESPONSIBILITIES
- Provide administrative support to the Engineering leadership team.
- Maintain departmental files, records, permits, licenses, and compliance documentation.
- Prepare reports, spreadsheets, presentations, and correspondence as needed.
- Organize and maintain engineering logs, work orders, and preventive maintenance records.
- Answer departmental calls and respond to internal requests in a timely and professional manner.
- Monitor and distribute work orders through the hotel's maintenance system.
- Track completion status of preventative and corrective maintenance tasks.
- Coordinate scheduling for contractors, vendors, and service providers.
- Follow up with departments regarding maintenance requests and updates.
- Assist with maintaining accurate inventory and equipment records.
- Process purchase orders, invoices, and requisitions for engineering supplies and services.
- Maintain inventory levels for tools, parts, and operating supplies
- Coordinate deliveries and ensure proper documentation of received goods.
- Assist with budget tracking and expense reporting.
- Support the department in maintaining compliance with local, state, and federal regulations.
- Assist with organizing safety training records, certifications, and inspection documentation.
- Maintain confidentiality of sensitive operational and team member information
- Ensure departmental documents and procedures remain current and organized.
- Assist with scheduling meetings, trainings, and departmental communication.
- Support onboarding coordination for Engineering team members.
- We recognize we are in the hospitality industry and that may require us to provide lateral service.
- We will on occasion call for each individual on the team to perform various related tasks as needed in the spirit of providing exceptional guest service.
ADDITIONAL RESPONSIBILITIES
- Communicate effectively, both verbally and in writing, to provide clear direction to the venue teams.
- Communicate with team members using a positive and clear speaking voice, listen to and understand requests, respond with appropriate actions and provide accurate information.
- Remain calm and alert, especially during emergency situations.