Engineering Administrative Assistant

Job Description

Job Description

The Engineering Administrative Assistant provides administrative and operational support to Engineering Department by coordinating office activities, maintaining records, preparing reports, scheduling maintenance activities, and assisting with projects. This role serves as a liaison between the engineering team, vendors, contractors and other departments to ensure efficient and daily operations and compliance with SOPs.

Key Responsibilities:

• Provides Administrative support to both the Director of Engineering and Assistant Director as well as the team.
• Answers phone calls, emails and departmental correspondences with vendors and internally.
• Schedules meetings, appointments, inspections and preventive maintenance activities.
• Maintains engineering files, logs, equipment records, warranties and service contracts.
• Prepares purchase orders, requisition’s, vendor documents.
• Tracks departmental expenses, invoices and budgets as well as reconciles end of month activities.
• Prepares reports, maintains project timelines, safety standards.
• Answers emails and phone calls for other team members within the department.
• Printing daily reports and compiling weekly, monthly and annual reports and documents when required.
• Assistance with ordering and end of month reconciliation when required.
• Basic knowledge of various package handling, i.e. UPS, FEDEX, etc.
• Basic knowledge of computer printers, photocopiers, Postage machine.
• Ability to draft effective, grammatically correct correspondence.
• All other duties as assigned.

Knowledge and Skills:

Education:

• High school diploma or GED equivalent required; associates or bachelors degree in Hospitality Management, Business Administration, Engineering or Facilities Management preferred.

Experience:

• 2-3 years experience in administrative position preferred and/or within the engineering or facilities management workforce.

Skills and Abilities:

• Basic administrative knowledge such as email and telephone etiquette.
• Proficiency in Microsoft Office Suite, including Word, Excel, Outlook and Powerpoint.
• Previous HotSos knowledge preferred.
• Work order management and vendor coordination.
• Strong organizational and time management skills required.
• ability to adapt to changing priorities in a fast-paced environment.
• Strong attention to detail and problem-solving abilities.
• Professional appearance and team focused attitude.
• Excellent verbal and written communication skills.
• Ability to read, write and speak the English language, using excellent grammar and communication skills.

Travel required: Within the Resort, operating resort vehicle or personal vehicle to move from Lodge to Clubhouses when needed.

Hours Required: Flexible days and time base on business need. Due to the cyclical nature of the hospitality industry, associates may be required to work varying schedules to reflect the business needs of the Resort. Typical schedule would be Monday to Friday 8am to 4pm with a 30-minute break, however, evenings or weekends may be required in emergency situations.