Maintenance Administrative Assistant

Los Abrigados Resort and Spa in Sedona, AZ is hiring a Facilities Coordinator (Administrative Assistant). The Facilities Administrative Assistant provides comprehensive administrative and operational support to the Engineering Department, ensuring a safe, organized, and efficient work environment. This role serves as a key liaison between Engineering, other departments, vendors, and guests, supporting maintenance operations, communication flow, and compliance activities.

Extraordinary People, Exceptional Benefits:

• Day 1 Health Benefits Eligibility: Excellent health care options, including medical, dental, and vision
• Recognition Programs and Rewards
• Travel Discounts Program
• Outstanding Paid Vacation Program and Paid Sick Days
• Employee Assistance Program that supports your physical and mental wellbeing
• 401(k) program with company match
• Tuition reimbursement programs
• Employee Stock purchase program
• Numerous learning and advancement opportunities
• And more!

What will I be doing?

Support the Director of Engineering and leadership team with daily operations, departmental initiatives, and special projects, including CapEx activities. Provide comprehensive administrative support to the Engineering/Facilities team, including data entry, filing, scheduling, and professional correspondence.
Maintain facility management systems, ensuring accuracy, consistency, and proper documentation within platforms such as Synergy, Homeyer, Pool Logs and related tools and ensure completion of all required monthly safety documentation and sampling.
Coordinate Lost & Found processes in collaboration with Housekeeping, Front Desk, and guests, ensuring proper documentation and timely resolution.
Oversee the receipt, tracking, and distribution of packages, maintaining effective communication with the Resort Coordinator and internal departments. To include preparing, process, and track purchase orders, requisitions, invoices, and vendor contracts to ensure accuracy and timely completion.
Act as a liaison between Engineering leadership, technicians, and cross-functional departments (including Housekeeping and Front Desk) to support maintenance, repairs, and operational needs, and serve as the primary point of contact for vendors, contractors, couriers, and external service providers, ensuring professional communication and service coordination. Track, monitor, and coordinate work order requests to ensure timely completion and accurate system updates.
Administer key control systems, including creating, maintaining, and deactivating access credentials using systems such as Saflok and KeyWatcher.
Maintain working knowledge of required systems and software necessary to carry out day to day activities.
Assist in planning and execution of departmental meetings, events, celebrations, and holiday activities, including setup, breakdown, and logistical coordination by preparing materials, documenting outcomes, and providing leadership coverage as needed.
Manage Safety Data Sheets (SDS) documentation and ensure compliance with safety regulations, labeling standards, security supplies, including PPE, recordkeeping requirements, ensuring proper inventory stock levels and ordering as needed.
Respond promptly and professionally to all forms of communication, including email, phone, messaging platforms, and text while demonstrating a positive, professional, and service-oriented attitude when interacting with colleagues, leadership, vendors, and guests.

What are you looking for?

• High school/GED
• 1-3 years of relative experience in facilities, hospitality, or administrative support roles
• Excellent written, verbal and organizational skills
• Ability to deal with multiple tasks and work independently.
• Proficient in Microsoft Office program, specifically Word and Excel.
• Strong vitality, good follow-through and excellent internal customer focus
• Ability to work in a team environment and interact with all levels of team members within the organization.
• Ability to lift a minimum of 25 pounds.

• Availablie for on-call responsibilities

We are an equal opportunity employer and value diversity at our company. We do not discriminate on the basis of race, religion, color, national origin, gender, sexual orientation, age, marital status, veteran status, or disability status.

We will ensure that individuals with disabilities are provided reasonable accommodation to participate in the job application or interview process, to perform essential job functions, and to receive other benefits and privileges of employment. Please contact us to request accommodation.

What will I be doing?

Support the Director of Engineering and leadership team with daily operations, departmental initiatives, and special projects, including CapEx activities. Provide comprehensive administrative support to the Engineering/Facilities team, including data entry, filing, scheduling, and professional correspondence.
Maintain facility management systems, ensuring accuracy, consistency, and proper documentation within platforms such as Synergy, Homeyer, Pool Logs and related tools and ensure completion of all required monthly safety documentation and sampling.
Coordinate Lost & Found processes in collaboration with Housekeeping, Front Desk, and guests, ensuring proper documentation and timely resolution.
Oversee the receipt, tracking, and distribution of packages, maintaining effective communication with the Resort Coordinator and internal departments. To include preparing, process, and track purchase orders, requisitions, invoices, and vendor contracts to ensure accuracy and timely completion.
Act as a liaison between Engineering leadership, technicians, and cross-functional departments (including Housekeeping and Front Desk) to support maintenance, repairs, and operational needs, and serve as the primary point of contact for vendors, contractors, couriers, and external service providers, ensuring professional communication and service coordination. Track, monitor, and coordinate work order requests to ensure timely completion and accurate system updates.
Administer key control systems, including creating, maintaining, and deactivating access credentials using systems such as Saflok and KeyWatcher.
Maintain working knowledge of required systems and software necessary to carry out day to day activities.
Assist in planning and execution of departmental meetings, events, celebrations, and holiday activities, including setup, breakdown, and logistical coordination by preparing materials, documenting outcomes, and providing leadership coverage as needed.
Manage Safety Data Sheets (SDS) documentation and ensure compliance with safety regulations, labeling standards, security supplies, including PPE, recordkeeping requirements, ensuring proper inventory stock levels and ordering as needed.
Respond promptly and professionally to all forms of communication, including email, phone, messaging platforms, and text while demonstrating a positive, professional, and service-oriented attitude when interacting with colleagues, leadership, vendors, and guests.

What are you looking for?

What are you looking for?

• High school/GED
• 1-3 years of relative experience in facilities, hospitality, or administrative support roles
• Excellent written, verbal and organizational skills
• Ability to deal with multiple tasks and work independently.
• Proficient in Microsoft Office program, specifically Word and Excel.
• Strong vitality, good follow-through and excellent internal customer focus
• Ability to work in a team environment and interact with all levels of team members within the organization.
• Ability to lift a minimum of 25 pounds.

• Availablie for on-call responsibilities