Engineering Coordinator

Engineering Coordinator

Requirements

• Prior administrative assistant/coordinator experience in an engineering department or hotel setting, preferred.
• Knowledge of Engineering/Maintenance operations strongly preferred.
• Relevant and applicable experience working in an administrative capacity required.
• Effective verbal and written communications skills.
• Typing/Keyboarding skills required.
• Exceptional organization and record maintenance skills.
• Proficient computer skills Microsoft Office Suite (Excel, Word, Microsoft Project and PowerPoint); HotSOS experience preferred.
• Must have the ability to work flexible schedule to include weekends and holidays.

Responsibilities

• Answer phones, take and transmit messages
• Greet vendors, suppliers and visitors to the department
• Assist, direct subcontract labor, vendors and/or suppliers to the areas needing their attention
• Process all Maintenance Requests Work Orders transmitted to department
• Maintain completed Maintenance Requests records
• Return department copy of all completed Maintenance Requests to initiating department
• Processes all Capital expenditures
• Develops and fosters relationships with preferred/alliance vendors to ensure clear communication, create an environment of partnership, and enforce contractually committed levels of service, quality, delivery and cost
• Prepares bids, evaluate analysis for Director of Engineering review
• Prepare purchase requisitions for all materials necessary to maintain daily operation of department
• Upon receipt of approved purchase requisition, prepare purchase order and distribute copies to appropriate parties.
• Work with Finance team to track accounts payable and prepare regular updates for review with Director of Engineering
• Track change orders, invoices, and payments to ensure predictable processing and payment
• Responsible for recording and archiving project documentation and record keeping, including meeting minutes and regular architect/contractor communication
• Prepares, finalizes, and distributed requests for proposal to vendors with guidance from Director of Engineering
• Manages the receipt and internal distribution of vendor responses and, as appropriate, reviews proposals, conducts bid evaluation analysis, coordinates bid defenses, compiles selection criteria/requirements, and adheres to selection criteria while meeting timelines and budgetary constraints
• Confirm receipt of purchase order by vendor and track progress till received
• Receive deliveries/confirm accuracy of shipping invoice by comparison to purchase order
• Code incoming invoices with proper departmental codes for Chief Engineer cost allocation
• Maintain materials purchase order files for all vendors/suppliers
• Maintain/Update departmental ‘Check Book’ / expense log, cross-reference to budgetary guidelines for analysis of operating efficiency. Bring discrepancies to Director and/or Assistant Directors attention as needed
• Work with Accounting Department to resolve any problems associated with purchase orders/receiving tickets
• Maintain daily attendance and payroll related records to include sign in/out logs, overtime authorization forms, vacation and sick leave records for all departmental employees
• Prepare payroll analysis information for review by Director
• Establish and maintain records system to document all departmental employee training activities
• Maintain appointment calendar for Director, track appointments and inform him of scheduled meetings
• Establishes daily work assignments, and directs flow of same to completion
• Reviews all completed work orders, and inspects completed work as needed to ensure accuracy and quality
• Ensures maintenance shop adherence to cleanliness and safety standards
• Attends all required hotel meetings to keep abreast of in-house activities/promotions and events; maintain communications with other departments within the hotel
• Assist Director and Assistant Director in preparation of all required reports
• Maintains copies of and completion log for all required reports
• Maintain equipment preventive maintenance service records
• Keep minutes for all departmental meetings
• Organize and maintain department file records
• Produce/assist in production of all reports generated by department
• Maintain listing of all hotel storage areas and their contents, provide information to departments as requested
• Maintain SDS files to conform with OSHA required standards
• Other duties as assigned

Preferred Qualifications

• Prior administrative assistant/coordinator experience in an engineering department or hotel setting, preferred.
• Knowledge of Engineering/Maintenance operations strongly preferred.