Engineering Administrator / Coordinator

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OVERVIEW/BASIC FUNCTION:

Responsible for assisting in the overall management of the Engineering Department. 

RESPONSIBILITIES:

•Maintain complete knowledge of and comply with all departmental policies, service procedures and standards.

•Ensure that standards are maintained at a superior level daily. 

•Prepare and Input Birch Street purchase orders. Compare requisitions and receipts to invoices. Present accurate bills to Engineering Director for approval. 

•Reconcile all deliveries, confirming the receipt of proper items, quantity and condition. Document all details as needed to ensure accuracy of the delivery to match purchase orders and that no damaged goods are excepted without proper corrective actions agreed upon for resolution.

•Monitor and control work order and preventative maintenance software programs to ensure proper assignments and completions of technicians are entered properly. (Knowcross & SynergyMMS)

•Assist with creating and posting weekly schedules (ADP) ensuring that all work shifts holidays and PTO is reflected accurately and posted within the prescribed hotels rules.

•Assist with maintain the departments attendance records to include PTO requests, unpaid time off request, clock -in & clock-out discrepancies, OT and call off’s (ADP). Manage & report payroll accuracy daily & Bi-Weekly payroll reporting to Director of Finance.    

•Answer and log incoming phone calls and do the proper follow up.

•Assist in coordinating daily assignments for Engineering staff and assist with placing orders or delivery/pickup coordination as needed.

•Inventory; Issue and control use of Admin office and other Engineering department supplies. 

•Ensure that any BMS or Infrastructure schedule/use changes are communicated clearly so it can be executed properly 

•Support and uphold hotel philosophy concerning employee relations, supervision, and disciplinary action. 

•Interact in courteous and professional manner with all guests, staff and community members.

•Respond in courteous, professional and rapid manner in order to resolve all guest and staff difficulties.

•Apply principles of logical thinking to a wide range of nonstandard intellectual and practical problems in order to perform and direct many varied and complex tasks.

•Supervise, direct, coordinate, influence and persuade staff in order to maintain service standards of hotel.

•Interact with people beyond giving and receiving instructions, particularly interaction with supervisor, subordinates, co-workers, and guests in completing assignments, resolving staff and guest complaints.

•Interpret and comply with a variety of instructions furnished in written, oral, diagrammatic or schedule form.

•Perform a variety of duties, often changing from one task to another of a different nature without loss of efficiency or composure.

•Maintain cleanliness and safety of office.

•All other duties as required.

QUALIFICATIONS:

•Experience: Minimum one-year experience as Office Coordinator

•Education: High school diploma; some college will be a plus.

•General Skills: Must be able to perform job functions with attention to detail, speed and accuracy; prioritize, organize and follow-up; be a clear thinker, remaining calm and resolving problems using good judgment; follow directions thoroughly; understand guest’s service needs; work cohesively with co-workers as part of a team; work with minimal supervision; maintain confidentiality of guest information and pertinent hotel data.

•     Technical Skills: Thorough knowledge of hotel and Engineering department operations; thorough knowledge of computerized hotel systems; ability to access, input, analyze and retrieve information from computers; ability to maintain excellent relations with staff; ability to maintain staff and guest confidentiality at all times; ability to accept responsibility for actions of others; ability to manage by example; exceptional oral communication skills to ensure ability to negotiate. and persuade guests and staff to achieve results beneficial to operation of hotel; ability to converse calmly with irate guests, co-workers, superiors and subordinates in sometimes intense emotional situations; ability to focus and maintain attention to performance of tasks despite frequent stressful, emergency, critical or unusual interruptions; ability to memorize, recollect and quickly retrieve dates, names, times and other data; ability to add and subtract three digit numbers; ability to perform mathematical operations with units of measure including, but, not limited to dollars, cents, feet, inches, cups, pounds and ounces; ability to work and complete assignments on time despite frequent stressful, emergency, critical or unusual interruptions; ability to participate in all departmental and hotel-wide meetings. 

•Language: Required to speak, read and write English, with fluency in other languages preferred.

•Physical Requirements: Must be able to exert physical effort in transporting 25 pounds, endure various physical movements throughout the work areas, reach up and down, remain stationary at times throughout work periods, and satisfactorily communicate with guests and co-workers to their understanding.

•Licenses & Certifications: None required.

Salary: $28.00-$33.00/hour