Engineering Administrative Assistant

				Overview:

To ensure all paperwork, projects are processed and completed on a timely basis in the order of established priorities.

Responsibilities:

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:

* Able to multi task, in a fast paced environment
* Must have strong computer skills.
* Must be able to communicate effectively and efficiently.
* Must be proficient in excel and microsoft word.
* Must have 1 year of administrative assistant experience
			

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Omni Hotels Management Corporation

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