Engineering Administrative Assistant

Description

SUMMARY

The Administrative Assistant is responsible for providing administrative support to the Engineering team. The position oversees all trades that fall under the Engineering function including but not limited to contacting vendors with supplies inquiries, responsible of supplies ordering and inventory, serve as the main point of contact for work orders between the Engineering staff and the departments.

ESSENTIAL FUNCTIONS

QUALIFICATIONS

Required

1.       College degree or equivalent.

2.       2-4 years of experience as an Administrative Assistant or similar role

3.       Excellent spoken and written English.

4.       Must be able to lift 30 pounds.

5.       Able to walk / stand for longer periods of time.

6.       Repeated bending and stooping required when filing and stocking supplies.

7.       Occasionally required to drive company vehicle to pick up parts and other supplies.

8.       Must have strong computer skills (Excel, Word, PowerPoint)

9.       Detail orientated with strong organizational and project management skills

10.   Must be able to communicate effectively and efficiently. 

Desirable

1.       Ability to communicate in a language other than English, preferably Spanish.

2.       Experience in a Luxury Hotel Environment.

3.       Able to multitask.

RESPONSIBILITIES

·         Fulfill general office duties: typing, filing, phone answering, maintain clean/organized environment etc. 

·         Proficient in Microsoft office suite (word, excel, outlook, PowerPoint) 

·         Maintain property operations log, P.O. ledger, balance ledger to General Ledger monthly, assist in maintaining inventories and ordering supplies. 

·         Become property expert at HotSOS and expand the use of its functionality.

·         Dispatch engineering associates as needed for work assignments in cooperation with Engineering Management 

·         Coordinate activities of Engineering staff through work assignments in cooperation with other Engineering management staff. 

·         Assume administrative duties in accordance with changing requirements. 

·         Maintain Engineering Repair & PM logs. 

·         Maintain Engineering records for events. 

·         Be familiar with The Inn fire alarm procedures and other emergencies. 

·         Assist in maintaining all Engineering documentation and records. 

·         Report to work as scheduled while following the Time and Attendance Policy 

·         Maintain and track a log with all preventative maintenance processes and communicate with the team to ensure compliance with completing these tasks. 

·         Communicates and works with the Finance department to ensure invoices processing and payment promptly.  

·         Monitor and track the department budget allocation related to labor management and controllables to ensure alignment with the budget.

**The Inn at Little Washington is an equal opportunity employer that is committed to diversity and inclusion in the workplace. We prohibit discrimination and harassment of any kind based on race, color, sex, religion, sexual orientation, national origin, disability, genetic information, pregnancy, or any other protected characteristic as outlined by federal, state, or local laws**

Description

SUMMARY

The Administrative Assistant is responsible for providing administrative support to the Engineering team. The position oversees all trades that fall under the Engineering function including but not limited to contacting vendors with supplies inquiries, responsible of supplies ordering and inventory, serve as the main point of contact for work orders between the Engineering staff and the departments.

ESSENTIAL FUNCTIONS

QUALIFICATIONS

Required

1.       College degree or equivalent.

2.       2-4 years of experience as an Administrative Assistant or similar role

3.       Excellent spoken and written English.

4.       Must be able to lift 30 pounds.

5.       Able to walk / stand for longer periods of time.

6.       Repeated bending and stooping required when filing and stocking supplies.

7.       Occasionally required to drive company vehicle to pick up parts and other supplies.

8.       Must have strong computer skills (Excel, Word, PowerPoint)

9.       Detail orientated with strong organizational and project management skills

10.   Must be able to communicate effectively and efficiently. 

Desirable

1.       Ability to communicate in a language other than English, preferably Spanish.

2.       Experience in a Luxury Hotel Environment.

3.       Able to multitask.

RESPONSIBILITIES

·         Fulfill general office duties: typing, filing, phone answering, maintain clean/organized environment etc. 

·         Proficient in Microsoft office suite (word, excel, outlook, PowerPoint) 

·         Maintain property operations log, P.O. ledger, balance ledger to General Ledger monthly, assist in maintaining inventories and ordering supplies. 

·         Become property expert at HotSOS and expand the use of its functionality.

·         Dispatch engineering associates as needed for work assignments in cooperation with Engineering Management 

·         Coordinate activities of Engineering staff through work assignments in cooperation with other Engineering management staff. 

·         Assume administrative duties in accordance with changing requirements. 

·         Maintain Engineering Repair & PM logs. 

·         Maintain Engineering records for events. 

·         Be familiar with The Inn fire alarm procedures and other emergencies. 

·         Assist in maintaining all Engineering documentation and records. 

·         Report to work as scheduled while following the Time and Attendance Policy 

·         Maintain and track a log with all preventative maintenance processes and communicate with the team to ensure compliance with completing these tasks. 

·         Communicates and works with the Finance department to ensure invoices processing and payment promptly.  

·         Monitor and track the department budget allocation related to labor management and controllables to ensure alignment with the budget.

**The Inn at Little Washington is an equal opportunity employer that is committed to diversity and inclusion in the workplace. We prohibit discrimination and harassment of any kind based on race, color, sex, religion, sexual orientation, national origin, disability, genetic information, pregnancy, or any other protected characteristic as outlined by federal, state, or local laws**