Engineering Administrator

3 weeks ago

Rancho Palos Verdes, United States Terranea Resort Full time

Overview:
Provide clerical and administrative support for the Director of Engineering, including dictation, typing, and computer input, filing, tracing, answering telephones (for entire department as required), printing reports, maintaining department files and departmental records/logs. Will provide clerical/secretarial support to Director of Engineering and Engineering leadership.

Leads the resorts sustainability efforts with monitoring recycling programs, (i.e. waste, food waste, yard waste, cardboard recycling). Assist the Director of Engineering with nature trail upkeep and landscaping improvements. Maintain tracking and documentation of electrical, water and gas consumption.

**Responsibilities**:

- Maintain complete knowledge of and comply with all departmental policies/service procedures/standards.
- Create and maintain filing systems, e.g. equipment manuals, vendor files, work orders, logs and correspondence
- Maintain and establish Engineering work-order program by training associates when necessary, and providing support when necessary through HotSos Program
- Support Engineering staff with administrative job functions.
- Must be familiar with engineering terminology in order to process orders and request service from outside companies.
- Establish and maintain a repertoire with all vendors
- Maintain the records, files and ledger to provide ready access to purchasing information and status of it.
- Process all purchase orders, contract labor and service calls. Must work closely with the Accounting Department to ensure proper payment through Birchstreet.
- Monitor and maintain cleanliness, sanitation and organization of assigned work area as well as general organization of Engineering Shop.
- Access all functions of computer.
- Set up workstation with necessary supplies and resource materials.
- Complete supply requisitions and submit to Engineering Management Team; stock office supplies upon receipt.
- Answer telephone.
- Record messages.
- Screen calls for Engineering Management Team as requested.
- Make telephone calls to specified individuals as requested by the Engineering Management Team.
- Greet all individuals and Vendors/Contractors arriving at Engineering office and assist with their needs.
- Document and maintain appointment calendar for Engineering Management Team.
- Arrange meeting room requirements as requested by the Engineering Management Team.
- Maintain a confidential current management telephone roster and distribute to designated personnel.
- Retrieve and distribute departmental mail, departmental purchase orders and invoices.
- Make photocopies.
- Type correspondence, memos and reports.
- Attend designated meetings, take minutes, transcribe and distribute.
- Document all guest requests/complaints related to Engineering and communicate such to respective personnel for proper handling. Follow up on guest satisfaction.
- Maintain a current manual on all departmental forms and form letters with instructions.
- Maintain positive guest relations at all times.
- Maintain confidentiality and security of specified hotel information, correspondence, reports and files.
- Maintain recycling documentation and tracking information.
- Perform weekly and monthly inspections of trails and landscaping throughout the resort.
- Maintain records and tracking of water, gas and electrical consumption.

**Additional Duties & Responsibilities**:

- Job involves working:

- Under variable temperature conditions (or extreme heat or cold).
- Under variable noise levels.
- Outdoors/indoors.
- Fast paced/multitasking
- At times, a demanding and time sensitive work-load
- Around fumes and/or odor hazards.
- Around dust and/or mite hazards.
- Around chemicals.
- Endure various physical movements throughout the work areas.
- Remain in stationary position for 1 hour throughout work shift.
- Satisfactorily communicate with guests, management and co-workers to their understanding.
- Landscaping Walks and Inspections with vendor.
- Daily Out of Order Reports sent to engineering.
- Work as liaison between Waste Management and the Resort.
- Yard Waste, Recycling, Landfill and provide reports.

Qualifications:

- High school graduate.
- 5 years administrative experience.
- Compute accurate mathematical calculations.
- Fluency in English both verbally and non-verbally.
- Previous guest relations training.
- Previous experience in hospitality industry, preferably a 4/5 star hotel.
- Birchstreet knowledge a Plus

**Ability to**:

- Perform job functions with attention to detail, speed and accuracy.
- Prioritize and organize.
- Be a clear thinker, remaining calm and resolving problems using good judgement.
- Follow directions thoroughly.
- Understand guest’s service needs.
- Work cohesively with co-workers as part of a team.
- Work with mínimal supervision.
- Maintain confidentiality of guest information and pertinent hotel data.

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