Seasonal administrative position

ADMINISTRATIVE ASSISTANT

Laying in the heart of Napa Valley, The Estate Yountville features two magnificent hotels that embody the perfect getaway and retreat. Surrounded by vineyards, Michelin-star restaurants and exquisite views in Yountville, our 22-acre haven sits among one the most coveted viticulture regions in the world. We invite our guests to immerse themselves in a redesigned Wine Country experience in a delightfully vino-cultured manner: two luxury hotels with decidedly different personalities the vibrant Hotel Villagio and its sophisticated counterpart, Vintage House, a chic and tranquil sanctuary. The Engineering Administrative Assistant supports the Engineering department with daily administrative coordination, work order tracking, vendor communication, purchasing follow-up, preventive maintenance documentation, project organization, and cross-department communication. This role is essential in helping the Engineering team stay organized, responsive, and proactive in maintaining the beauty, safety, and functionality of The Estate Yountville. The ideal candidate is highly organized, detail-oriented, proactive, and comfortable working in a fast-paced luxury hospitality environment. This person should be able to balance administrative work with operational urgency, helping ensure guest-impacting maintenance items, room readiness, public area repairs, safety needs, and property projects are tracked and completed with care.

Administrative Support
Provide daily administrative support to the Director of Engineering and Engineering leadership team.
Maintain department files, records, checklists, vendor documents, project notes, and maintenance logs.
Assist with department communication, calendar coordination, meeting preparation, and project tracking.
Help ensure department documentation is accurate, current, and easy to access.
Track open, pending, urgent, and completed maintenance requests.
Help prioritize guest-impacting items, room readiness issues, safety concerns, and public area needs.
Assist with the Perfect Building program by tracking room, building, and public area maintenance progress.
Communicate updates to Housekeeping, Front Office, Guest Experience, MODs, and department leaders as needed.
Help maintain vendor contact lists, service schedules, warranties, equipment records, and contract files.
Project & Property Coordination

Assist with tracking engineering projects, timelines, priorities, and completion status.
Support communication related to property repairs, renovations, seasonal maintenance, closures, and special projects.
Help coordinate access for vendors, contractors, inspectors, and service providers.
Maintain project binders, punch lists, photos, status updates, and follow-up documentation.
Help ensure projects are completed with minimal disruption to guests and operations.
Safety, Compliance & Inspections

Support tracking of safety inspections, equipment logs, permits, certificates, and compliance documentation.
Maintain records for fire/life safety, pool/spa equipment, elevators, HVAC, kitchen equipment, vehicles, and other property systems as needed.
Assist with documentation for OSHA, insurance, town inspections, vendor requirements, and internal audits.
Help track follow-up items from inspections, audits, walkthroughs, and leadership reviews.
Serve as an administrative communication link between Engineering and other departments.
Follow up with Housekeeping on room maintenance, public area needs, and out-of-order rooms.
Communicate with Front Office and Guest Experience regarding guest-impacting repairs and room readiness.
Partner with Food & Beverage, Spa, Sales, Events, and MODs on event setups, maintenance needs, and operational support.
Help ensure maintenance updates are communicated clearly and professionally to the appropriate teams.
Guest Experience & Luxury Standards

Help identify recurring issues and communicate opportunities for improvement to Engineering leadership.
Minimum 13 years of administrative, hospitality, engineering office, facilities, purchasing, or operations support experience preferred.
Hotel, resort, facilities, construction, or property management experience preferred.
Proficiency with Microsoft Office, Outlook, Excel, shared documents, and basic reporting.
Experience with ALICE, BirchStreet, Opera Cloud, HotSOS, Asana, or similar systems preferred.
Flexible schedule based on business needs and project demands.
Hotel Villagio & Vintage House offer an attractive compensation and benefits package and the opportunity to be part of a dynamic team.
The above is intended to describe the general content of and requirements for the performance of this job. Hotel Villagio and Vintage House are equal opportunity employers (Minorities/Females/Disabled/Veterans)

24-29 Hourly Wage