Engineering Office Coordinator

Engineering Office Coordinator

The Engineering Office Coordinator plays a vital role in supporting the hotel's Engineering (Facilities/Maintenance) Department. This position ensures smooth daily operations through strong administrative, organizational, and communication skills. The ideal candidate will be detail-oriented, service-minded, and comfortable working in a hospitality environment while supporting both the department leadership and cross-functional hotel teams.

Responsibilities

• Follow office workflow procedures to ensure maximum efficiency and accuracy.
• Maintain departmental files, records, and effective filing systems.
• Provide administrative support to Engineering leadership and other departments, including scheduling meetings, redirecting calls, and disseminating correspondence.
• Greet and assist visitors and vendors upon arrival to the Engineering office.
• Monitor departmental expenditures and support office contract management (e.g., service agreements, vendor documentation).
• Perform basic bookkeeping activities, including invoice tracking, coding, and updating accounting systems.
• Track, manage, and order office supplies and inventory to ensure consistent availability.
• Assist in vendor relationship management and coordination of service providers.
• Partner with the Engineering team to support property-wide maintenance initiatives and departmental communications.

Qualifications

• Previous experience as an office coordinator, administrative assistant, or similar role required.
• Hospitality or customer service background preferred.
• Knowledge of basic bookkeeping principles and office management systems/procedures.
• Proficiency in Microsoft Office Suite; experience with hotel systems such as Kronos, Birchstreet, Synergy, and Concur a plus.
• Strong organizational, multitasking, and prioritization skills.
• Excellent communication and interpersonal abilities with a professional demeanor.
• Ability to maintain confidentiality and handle sensitive information with discretion.
• Reliable, adaptable, and able to work independently and as part of a team.
• Move, bend, lift, carry, push, pull, and place objects of moderate to heavy weight without assistance. Stand or walk for an extended period or for an entire work shift.
• Responds quickly to sounds. Moves safely over uneven terrain. Identify and respond to dangerous situations. Safely climb ladders while carrying moderate to heavy weight. Wear personal protective equipment when required.