Engineering Coordinator

Raffles Hotels & Resorts; Dubai; On-site; AED 120,000 - 200,000; Full time

Job summary

A leading company in the hospitality industry is seeking an Administrative Assistant for their Engineering department. The role involves maintaining inventory levels, coordinating with various departments, and performing day-to-day secretarial tasks. The ideal candidate will be knowledgeable in engineering terminology, proficient in Microsoft Office, and possess excellent organizational skills.

Qualifications

• 2 years administrative assistant experience in hospitality or engineering environment.
• Knowledgeable in engineering terminology relating to buildings.
• Excellent organizational skills and able to multi-task.

Responsibilities

• Monitor and maintain optimum inventory levels in Engineering stores.
• Coordinate administrative works to Human Resources and finance departments.
• Ensure safekeeping and filing of all contracts and financial records.

Skills

Organizational skills

Multi-tasking

Interpersonal skills

Problem-solving

Education

Secondary School + Technical College or equal

Tools

Microsoft Office applications

Job description

• 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
  
• 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
  
  

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

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