Engineering Admin Coordinator

1 month ago

Long Beach, California, United States FAIRMONT Full time

Job Description

The Engineering Coordinator is responsible for all administrative duties in the department of engineering. The coordinator will work independently under minimal supervision. This position relies on experience, instructions, pre-established guidelines and judgment to perform the functions of the job, plan and accomplish goals. A certain degree of creativity and latitude is required.

Responsibilities and essential job functions include but are not limited to the following:

Consistently offer professional, friendly and engaging service
Maintain positive guest relations at all times, resolving guest complaints and ensuring guest satisfaction. Greet guests in a courteous and caring manner using personalized service.
Monitor all guest requests and internal requests for deficiencies and dispatch accordingly.
Coordinate additional tasks and duties with the team members throughout the day as they arise.
Ensure follow-up is completed with guests and internal guests once tickets have been closed.
Perform administrative duties to support departmental management including managing calendars, handling calls, and scheduling appointments.
Compose, prepare and distribute professional letters and memos, and email often of a confidential nature.
Prepare and process purchase orders, expense reports, invoices, check requests, and telecommunication requests for approval.
May be responsible for maintaining the department checkbook and for updating the forecast and budget documents.
Assist in maintaining accurate accruals and perform month-end duties to ensure the books reflect all expenses.
Review department contracts and agreements to ensure accuracy and inform management of recommendations for amendments.
Work closely with the Rooms team to ensure accurate inventory of rooms is listed in the system, including out-of-order and out-of-service rooms.
Review the daily exception reports listing guest concerns with rooms, and action accordingly for prompt resolution of deficiencies.
Use creativity and judgement in assigned duties. Assigned tasks will be performed independently, using pre-established procedures and guidelines.
Responsible for the safeguarding, confidentiality and privacy of all colleague information.
Answer phone calls, emails and voicemails daily and respond in a timely manner with accurate information. Serve as a resource to all colleagues in the company.
Perform routine clerical duties such as copying, scanning, filing and mailing of appropriate items, make copies of company forms or other printed material.
Ensure that department supplies are maintained, ordering additional supplies as necessary and maintain filing systems.
Utilize various software programs to monitor job requisitions, status of evaluations, time and attendance and other related duties.
Keep accurate and timely records and prepare statistical reports related to major area of responsibility.
Track and analyze the Fairmont Breakers recycling program in the Accor portal.
Collect and log data from recycling vendors as items are collected.
Serve as administrative liaison with other departments and outside entities.
Perform time and attendance duties for the department as required.
Work closely with vendors and team members to ensure proper quantities of supplies are always on hand without exceeding the monthly budget.
Participate in the inventory of all equipment, materials, and supplies.
Responsible for conducting all responsibilities in a professional and ethical manner.
Adhere to performance standards, company policies and procedures, as they relate to the department.
Ensure adherence to all OSHA and NEC codes and regulations, and internal safety policies and procedures.
Adherence to Safety Data Sheets (SDS) and safety precautions.
Correct and report any fire hazards or health and safety hazards
Assist the team during emergency situations.
Maintaining all records of facilities licenses and permits to operate including renewal administration
Coordinating meetings and recording minutes
Supporting the department with time management on execution of projects
Other duties as assigned

Qualifications:
Qualifications
High school diploma or equivalent required.
Excellent verbal and written communication skills required.
Must have strong skills with Microsoft Office products; Word, Excel, PowerPoint, and Outlook
Knowledge of Alice, Opera Cloud, and Birchstreet an asset.
Experience in the hospitality industry preferred.
Two years of experience working in an Engineering / Facilities Department.
Previous experience with month-end reporting duties a strong asset
Ability to file materials using appropriate filing protocol.
Ability to multi-task and reprioritize throughout the day.
Demonstrated confidentiality, privacy and safeguarding colleague information.
Strong organizational and analytical skills.
Leadership skills including the ability to articulate clear and precise direction and create a positive work environment with open communication and consistency.
Ability to speak and understand the English Language.
Ability to read, analyze and interpret documents such as safety rules, instructions guidelines, operating and maintenance instructions, and policies and procedures manuals written in the English language.
Ability to understand oral and verbal communication while using Fairmont Breakers' communicating tools which include but are not limited to radios, cell phones, and or email.
Ability to work with mathematical concepts, Ability to apply concepts such as fractions, percentages, ratios, and proportions to practical situations.
Must use excellent judgment when providing information to our guests and maintain positive guest relations at all times.

Additional Information
What is in it for you:
Wage: USD $27.50/hour
Discounted hotel rooms and food & beverage rates to employees at our sister properties around the globe.
We provide learning programs through our Academies to promote growth and development so that you can perform at your full potential.
Opportunity to develop your talent and grow within your property and across the world
Ability to make a difference through our Corporate Social Responsibility activities, like Planet 21 and WATCH

Accor is proud to be an Equal Opportunity Employer EOE/M/F/V/D.
We provide an environment of trust, respect, and integrity. A home away from home. Where diversity and inclusion are celebrated. Privacy and personal information are protected. Through Accor's Employee Value Proposition, we ensure fair treatment and a workplace free from discrimination & harassment.
Our commitment to Diversity & Inclusion:
We are an inclusive company and our ambition is to attract, recruit and promote diverse talent. We commit to a future where diverse identities are celebrated, and equitable and inclusive practices are woven into the fabric of everything we do as an organization.

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