Engineering Administrative Assistant

Full-Time

Engineering Administrative Assistant

Essential Job Functions:

Administrative Support

• Maintain organized digital and physical filing systems for maintenance logs, inspection reports, vendor invoices, and compliance documents.

• Prepare daily, weekly, and monthly maintenance reports for management review.

• Track expenditures, purchase orders, and departmental budget information.

• Assist with inventory management for tools, supplies, and replacement parts.

Work Order & Scheduling Coordination

• Receive, prioritize, and distribute work orders from staff, guests, and management.

• Monitor work order progress and follow up to ensure timely completion.

• Schedule routine preventive maintenance, safety inspections, and vendor service appointments.

• Maintain an updated departmental calendar for repairs, project timelines, and contractor visits.

Communication & Guest Service

• Serve as the communication link between maintenance staff, front office, housekeeping, management, and vendors.

• Provide status updates on open tasks or urgent repairs.

• Respond to guest or staff inquiries with professionalism and accuracy.

• Document guest-impact issues and escalate when needed.

Compliance & Safety

• Help maintain records required for OSHA, ADA, and hotel brand standards.

• Ensure inspection logs (fire systems, boilers, elevators, pools, etc.) are completed and stored accurately.

• Support Director of Engineering and/or Engineering Leadership in preparing for audits, walkthroughs, brand inspections and any other operational assistance.

Vendor & Contractor Support

• Communicate with approved vendors for quotes, scheduling, and service confirmations.

• Verify service reports and invoices before submitting for approval.

• Assists with creating and receiving  purchase orders 

• Track warranties, service contracts, and renewal dates.

Qualifications:

• Prior experience as office coordinator or in a similar role is required.

• Experience in customer service is preferred.

• Knowledge of basic bookkeeping principles and office management systems and procedures.

• Outstanding knowledge of Microsoft Office and/or other office software.

• Working knowledge of office equipment.

• Excellent communication and interpersonal skills

• Organized with the ability to prioritize and multi-task.

• Reliable with patience and professionalism.