Operation Administrative Assistant

The Las Olas Company, Inc.

Riverside Hotel

Position Description

Position: Operations Administrative Assistant

Department: Maintenance

Reports to: Director of Engineering

Summary

The Engineering Administrative Assistant provides administrative and operational support to the Engineering Department by coordinating work orders, maintaining department records, processing invoices, assisting with purchasing, scheduling preventive maintenance, managing vendor documentation, and supporting compliance initiatives. This position serves as the central administrative resource for the department and works closely with hotel leadership, vendors, and all operating departments to ensure efficient operation of the property's maintenance and engineering functions.

Essential Functions

• Provide administrative support to the Director of Engineering and Engineering team.

• Answer department telephone calls and respond to emails professionally and promptly.

• Prepare correspondence, reports, spreadsheets, presentations, and meeting agendas.

• Schedule departmental meetings and maintain calendars.

• Prepare meeting minutes and distribute action items.

• Maintain engineering files, manuals, warranties, permits, and equipment documentation.

• Organize department records in accordance with company retention requirements.

• Receive, enter, prioritize, and assign maintenance work orders through the hotel's maintenance management system.

• Monitor work order completion and follow up on overdue requests.

• Communicate work order status with hotel departments.

• Generate work order and preventive maintenance reports for leadership.

• Maintain accurate maintenance records and departmental metrics.

Purchasing and Inventory

• Create purchase requisitions and purchase orders.
• Coordinate ordering of engineering supplies, parts, tools, and equipment.
• Track deliveries and verify packing slips and invoices.
• Maintain inventory records for tools, equipment, and maintenance supplies.
• Assist with annual inventory counts.
• Coordinate vendor pricing and obtain competitive quotes as requested.

Vendor Coordination

• Schedule vendor appointments and contractor visits.
• Maintain current Certificates of Insurance (COIs), licenses, and vendor documentation.
• Coordinate access for contractors working on property.
• Maintain vendor contact lists.
• Assist with service agreements and maintenance contracts.

Financial Responsibilities

• Process invoices and submit them for approval.
• Monitor departmental expenditure.
• Assist with budget tracking and monthly expense reports.
• Maintain organized purchasing records.
• Reconcile invoices with purchase orders and receiving documentation.

Preventive Maintenance

• Maintain preventive maintenance schedules.
• Assist with tracking inspections and regulatory compliance deadlines.
• Schedule equipment servicing and inspections.
• Maintain records of completed preventive maintenance activities.

Compliance and Safety

• Maintain OSHA, fire safety, and regulatory compliance records.
• Organize Safety Data Sheets (SDS) and department safety documentation.
• Track required certifications and training records for engineering associates.
• Assist with emergency preparedness documentation.
• Maintain permits, inspection reports, and equipment certifications.

Department Communication

• Serve as liaison between Engineering and other hotel departments.
• Coordinate requests from Housekeeping, Front Office, Food & Beverage, Security, and Sales.
• Communicate equipment outages and project updates to affected departments.
• Provide excellent customer service to internal and external guests.

General Responsibilities

• Maintain confidentiality of company information.
• Assist with department projects and renovations.
• Maintain a clean and organized engineering office.
• Perform additional duties as assigned.

Qualifications

Education

• High School Diploma or GED required.
• Associate's degree in Business Administration, Office Administration, Hospitality, or a related field preferred.

Experience

• Minimum of two (2) years of administrative experience.
• Previous hotel or facilities maintenance administrative experience preferred.
• Experience with purchasing, inventory control, or accounts payable preferred.

Knowledge, Skills, and Abilities

• Strong organizational and time-management skills.
• Excellent written and verbal communication skills.
• Proficiency in Microsoft Office Suite (Word, Excel, Outlook, PowerPoint).
• Ability to create spreadsheets, reports, and maintain databases.
• Knowledge of computerized maintenance management systems (CMMS) preferred.
• Basic understanding of engineering terminology, building systems, and preventive maintenance programs.
• Strong attention to detail and accuracy.
• Ability to prioritize multiple assignments while meeting deadlines.
• Professional and respectful customer service skills.
• Ability to maintain confidentiality and exercise sound judgment.
• Ability to work independently and collaboratively in a fast-paced environment.

Physical Requirements

• The employee is frequently required to sit for extended periods while working at a computer/desk.
• Does not require routine or extensive walking throughout property.
• While performing the duties of the job, the employee is occasionally exposed to wet and/or humid conditions.
• Occasional stand, bend, and lift office supplies weighing up to 25 pounds.

Work Schedule

• Flexible schedule includes weekends and holidays as business needs require.
• Occasional overtime may be required during major projects or emergency situations.

Performance Expectations

Successful performance in this role includes:

• Accurate and timely processing of work orders.
• Post and share preventive maintenance schedules.
• Timely processing of invoices and purchase orders.
• Well-maintained engineering records and documentation.
• Effective communication with hotel departments and vendors.
• Organized inventory and purchasing records.
• Compliance with company policies, safety standards, and regulatory requirements.
• Professional support of engineering leadership and department operations.

Preferred Qualifications

• Experience in using hotel maintenance management software.
• Experience of hotel property management systems.
• Knowledge of accounts payable and purchasing processes.
• Familiarity with OSHA regulations, fire life safety documentation, and preventive maintenance programs.

Bilingual (English/Spanish) preferred