Engineering Administrative Assistant

Duties And Responsibilities

• Maintain complete knowledge of and comply with all departmental policies/service procedures/standards.
• Maintain complete knowledge of correct maintenance and use of equipment.
• Use equipment only as intended and resident relations at all times.
• Resolve guest and resident complaints, ensuring guest and resident satisfaction.
• Monitor and maintain cleanliness, sanitation and organization of assigned work areas.
• Access all functions of computer.
• Set up work station with necessary supplies and resource materials.
• Read the log book daily, and record all pertinent information in the log book.
• Check employee attendance and document tardiness and absenteeism.
• Complete supply requisitions and submit to Chief Engineer; stock and maintain par levels of necessary supplies.
• Maintain accurate monthly budgets and assist in preparing annual budget.
• Handle lost and found items and claims for lost items.
• Open office and prioritize assignments and tasks for the shift.
• Answer telephone. Record messages. Make telephone calls to specified individuals as requested by the Director of Engineering and Chef Engineer.
• Greet all individuals arriving at engineering department and assist with their needs.
• Document and maintain appointment calendar for Chief Engineer and Director of Engineering.
• Maintain accurate trace files and communicate daily traces to Chief Engineer.
• Establish and maintain filing procedures.
• Maintain a rolodex of all contractors and vendors.
• Retrieve and distribute departmental mail.
• Process requests for overnight mail and other delivery/messenger services.
• Prepare and send faxes; receive and distribute faxes to appropriate personnel.
• Make photocopies.
• Type correspondence, memos and reports.
• Attend designated meetings, take minutes, transcribe and distribute.
• Document all guest and resident requests/complaints and communicate such to respective personnel for proper handling.
• Follow up on guest and resident satisfaction.
• Maintain a current manual on all departmental forms and form letters with instructions.
• Maintain all necessary reference books and manuals as required.
• Cook service repairs for office equipment ensuring minimal costs.
• Obtains purchase order bids for each item required.
• Accept all in-house maintenance requests.
• Prepare work orders for maintenance repairs and distribute to Chief Engineering for prioritization.
• Monitor completion of work orders submitted.
• Maintain guest and resident room preventive maintenance program.
• Maintain public area preventive maintenance.
• Cook coordinates status of all rooms with Housekeeping and Front Desk.
• Maintain confidentiality and security of specified Faena information, correspondence, reports and files.
• Prepare daily/weekly departmental payroll records and submit to Chief Engineer.
• Maintain preventive maintenance records.
• Maintain and update database.
• Maintain accurate Condo Unit Records.

Physical Abilities

• Erect physical effort in transporting a minimum of 50 pounds.
• Endure various physical movements throughout the work areas.
• Remain in stationary position for 8 hours or throughout work shift.
• Satisfy communication with guest and residents, management and co-workers to their understanding.
• Ability to see and respond dangerous to situations.
• Requires mobility.
• Sense of smell, taste, touch, and sound.
• Eye/hand coordination and manual dexterity.
• Ability to tolerate varying conditions of noise level, temperature, illumination, and air quality.