Engineering Administrative Assistant

POSITION PURPOSE:

Provides the Engineering Department with administrative support including, typing, filing, answering telephones, taking messages, maintaining appointment calendar, and other general office duties.

ESSENTIAL FUNCTIONS:

• Coordinate all clerical, project and administrative procedures within the Engineering Department.

• Coordinate and respond to telephone requests from guests and general work requests, direct and dispatch work assignments to engineering craft workers via telephone and paging system; maintain work order request board and return completed work orders to respective originating departments; distribute among engineering staff resume requests from Catering and Convention Services departments.

• Maintain certain inventory and supplies of engineering department used to effect operation of entire hotel; maintain records and file on all mandatory systems, such as preventive maintenance, work requests, fire brigade logs, company truck, etc.;

• Process requisition orders and distribute paperwork to accounts payable and requesting department; receive orders for exhibit services (electrical power, stage lighting, banners, etc.) for upcoming conventions and meetings, post payment and forward necessary paperwork to accounting.

• Manage daily and weekly payroll and overtime reports for entire staff, including recognizing and recording appropriate time to be charged to other departments.

• Solicit pricing and bid information from vendors for storeroom items, departmental supplies and certain major projects; correspond with vendors regarding pricing and delivery of needed materials and parts and assist in set up of credit for new vendors.

• Initiate and coordinate purchasing of materials and supplies for the maintenance and construction of certain projects handled by Engineering within entire hotel; set up and maintain expense tracking logs according to department codes; tabulate weekly and submit monthly report to controller's office.

• Clerical and administrative duties for projects.

• Type monthly energy reports and engineering file.

• Set up and/or conduct meetings for department (standards, safety training, etc.); prepare fire emergency letters for Pre-Con meetings according to group name/title.

• Set up purchase orders for service companies where continuous services are needed.

QUALIFICATION STANDARDS:

Education:

High school or equivalent education required.

Experience:

Must have prior experience or training in Microsoft Word and Excel. Minimum two years office experience as an Administrative Assistant required, preferably in an engineering department.