Engineering Coordinator

21c Museum Hotels; Dubai; On-site; USD 30,000 - 50,000; Full time

Job summary

A leading hotel company in Dubai is seeking an Administrative Assistant to support engineering operations. The role involves maintaining inventory levels, managing records, and coordinating communications among departments. Candidates should have a background in hospitality, with at least two years of relevant experience, excellent organizational skills, and proficiency in Microsoft Office.

Qualifications

• 2 years of administrative assistant experience in hospitality and/or engineering.
• Knowledgeable in engineering terminology relating to building.

Responsibilities

• Monitor and maintain optimum inventory levels in Engineering stores.
• Support administrative works with HR, finance, and Engineering operations.
• Coordinate day-to-day secretarial tasks and manage departmental documentation.

Skills

Organizational skills

Interpersonal skills

Problem-solving

Proficient in Microsoft Office

Education

Secondary School + Technical College

Job description

Company Description

"Why work for Accor?
We are far more than a worldwide leader. We welcome you as you are and you can find a job and brand that matches your personality. We support you to grow and learn every day, making sure that work brings purpose to your life, so that during your journey with us, you can continue to explore Accor’s limitless possibilities.
By joining Accor, every chapter of your story is yours to write and together we can imagine tomorrow's hospitality. Discover the life that awaits you at Accor, visit https://careers.accor.com/
Do what you love, care for the world, dare to challenge the status quo! #BELIMITLESS"

Raffles the Palm Dubai is on the western crescent of Palm Jumeirah, the world’s largest manmade island and archipelago. This luxurious five-star hotel with 381 spacious rooms, suites and villas is embellished with hand-crafted Italian touches and offset by carefully selected amenities to complete the atmosphere of elegance. Guests can enjoy panoramic views, a private beach, state of the art entertainment and recreational facilities, including specialist boutiques, a VIP movie theatre, signature and private restaurants complemented by exquisite banqueting and conference spaces.

When visiting Raffles, guests will discover the individual personality and story offered by the hotel. At the essence of every Raffles is the delivery of thoughtful, personal and discreet service to well-travelled guests. Raffles Hotels & Resorts is an award-winning, luxury international hotel company with a history dating back to 1887 with the opening of Raffles Hotel, Singapore. The portfolio currently comprises eleven luxurious properties, from secluded resorts to city hotels in key locations around the world.

Job Description

The Position

• To monitor and maintain optimum inventory levels all time in the Engineering stores
• Maintain all Engineering staff daily attendance and payroll forms; and provide them to Human Resource department as required.
  • Maintain and update Engineering staff personal files.
  • Maintain all Engineering overtime records
• Ensure safekeeping and filing of all contracts, financial records, energy reports etc. in appropriate folders
• Supervises and budgets the use of stationery within the Engineering department
• Coordinate administrative works to the Human Resources, finance and any other departments involved at Engineering operations

KEY ROLES & RESPONSIBILITIES

• Day-to-day secretarial work including: typing, filing, telexes, faxes, telephone, etc
• Ensures the distribution of documents, letters, telexes, faxes, memos, information, etc on a timely basis.
• Arranges internal and external appointments with internal customers, suppliers and third party inspectors
• Distributes incoming mails, documents, articles efficiently to the Engineering mgt and to internal and external customers
• Assists in the preparation of all report documents, example Energy, Utility consumptions
• Maintain and file all equipment operation log sheets
• Implement the Hotel's and company's store keeping policies and procedures as instructed by the department management to ensure the smooth operation of the stores is maintained at all times.
• Record on a daily, weekly and monthly basis all items of stock which have been signed out of the stores for use by the department and report any irregularities to the department’s management
• Ensure a tracking system is implemented to monitor par stock levels and fast/slow moving items to enable the stores department to operate efficiently at all times
• To ensure all log books, record sheets and dairy of events are correctly completed and kept up to date
• To ensure the quality of the product and material is of the best possible standard
• Continuously search for new ideas and product improvements to ensure that our colleague demands are met
• Monitor and report on progress of any plans or ideas implemented to reduce the department's wastage of resources
• Constantly review the department’s performance and operations to stimulate ideas for reducing the department's costs
• Monitor and make recommendations to the department’s management any alternations to par stock levels or improvements to the stores policies and procedures that will reduce operational costs and make the department more efficient
• Encourages the highest possible standard of environmental management

Qualifications

• Secondary School + Technical College or equal
• 2 years administrative assistant experience in the hospitality Industry and/or in an engineering environment

PERSONAL ATTRIBUTES

• Knowledgeable in engineering terminology relating to building
• Proficient in Microsoft Office applications
• Excellent organizational skills and able to multi-task
• The ability to work independently with good interpersonal skill
• A creative, practical and pro-active approach to problem solving