Engineering Coordinator

Fairmont Hotels & Resorts; Dubai; On-site; USD 30,000 - 45,000; Full time

Job summary

A leading hospitality company is seeking an Administrative Assistant for its Engineering department. The role involves managing inventory, maintaining records, and providing administrative support to ensure smooth operations. Ideal candidates will have experience in the hospitality industry and skills in Microsoft Office applications.

Qualifications

• Minimum of 2 years of administrative assistant experience in hospitality or engineering.
• Knowledge of engineering terminology related to building systems.
• Proficient in Microsoft Office applications.

Responsibilities

• Monitor inventory levels and maintain daily attendance and payroll records.
• Perform secretarial tasks including typing and filing.
• Assist in preparing reports on energy and utility consumption.

Skills

Organizational Skills

Multitasking

Interpersonal Skills

Creativity

Problem Solving

Education

Secondary School + Technical College or equivalent

Tools

Microsoft Office

Job description

The Position

• Monitor and maintain optimal inventory levels in the Engineering stores at all times.
• Maintain daily attendance and payroll records for all Engineering staff; provide these to the Human Resources department as required.
• Maintain and update Engineering staff personal files.
• Keep all Engineering overtime records accurately.

KEY ROLES & RESPONSIBILITIES

• Perform day-to-day secretarial tasks including typing, filing, handling telexes, faxes, and telephone communications.
• Distribute documents, letters, telexes, faxes, memos, and information promptly.
• Arrange appointments with internal staff, suppliers, and third-party inspectors.
• Distribute incoming mails and documents efficiently among the Engineering management and other departments or external contacts.
• Assist in preparing reports such as energy and utility consumption.
• Maintain and file all equipment operation log sheets.
• Implement storekeeping policies and procedures as instructed to ensure smooth operations.
• Record stock items signed out of stores daily, weekly, and monthly, and report irregularities.
• Implement a tracking system for stock levels and item turnover to enhance store efficiency.
• Ensure all log books, record sheets, and diaries are accurately completed and maintained.
• Maintain the quality standards of products and materials.
• Continuously seek new ideas and product improvements to meet colleague demands.
• Monitor and report on progress of initiatives aimed at reducing resource wastage.
• Review departmental performance regularly to identify cost-saving opportunities.
• Recommend adjustments to stock levels and store policies to reduce costs and improve efficiency.
• Promote high standards of environmental management within the department.

Qualifications

• Secondary School + Technical College or equivalent.
• At least 2 years of administrative assistant experience in the hospitality industry or engineering environment.

PERSONAL ATTRIBUTES

• Knowledge of engineering terminology related to building systems.
• Proficient in Microsoft Office applications.
• Excellent organizational skills with the ability to multitask.
• Independent worker with strong interpersonal skills.
• Creative, practical, and proactive problem solver.