Maintenance Administrative Assistant

Job Description

Sedona Summit Resort is hiring a Facilities (Maintenance) Coordinator. Hilton Vacation Club Sedona Summit is proud to offer a rewarding opportunity to become part of our resort team. Rooted in Hilton Grand Vacation's tradition of exceptional hospitality, we provide a welcoming, family-oriented environment where lasting memories are made for every guest. Our team is dedicated to excellence in service and to building a culture where team members, owners, and guests feel respected, appreciated, and at home. Every interaction reflects our commitment to care, inclusivity, and genuine connection.

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!

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.

Responsibilities

The Facilities Coordinator 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.
• 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.

Qualifications

• 1-3 years of relevant experience in facilities, hospitality, or administrative support roles
• Valid Driver's license strongly preferred
• Bilingual (English/Spanish) strongly preferred
• Strong organizational, communication, and multitasking skills
• Demonstrated ability to work independently and manage competing priorities
  • Self-motivated with a strong sense of urgency and follow-through
  • Excellent internal customer service orientation
  • Proficiency in Microsoft Office applications, particularly Outlook, Word, and Excel
  • Ability to collaborate effectively with team members at all organizational levels
  • Ability to lift up to 25 lbs
  • Availability for on-call responsibilities (24/7/365 as required)