Engineering Office Coordinator

Employment; Doha; On-site; QAR 39,000 - 78,000; Full time

Job summary

Hilton is seeking an Engineering Office Coordinator to support the hotel’s engineering department and help deliver seamless guest experiences through organized administration and proactive coordination.

You will handle filing, energy-use reporting, supplier coordination, and documentation for inspections, maintenance, and renovations, while supporting a collaborative, service‑oriented team in a fast‑paced hospitality environment.

Responsibilities

• Receive all telephone calls for the engineering department and maintain a message logbook of all requests and other tasks to be done
• Prepare all reports, forms, memos, etc. in the department
• Maintain complete filing system
• Maintain necessary stationery stock for engineering department
• Maintain all records and files for local authorities’ inspection (elevator, water tests, boiler, fire protection/alarm, kitchen exhaust, site plans)
• Check daily engineering log book and inform energy consumption variations to the director/assistant director
• Prepare weekly & monthly energy consumption reports
• Maintain purchase requests/LPOs and enter information in the system
• Follow up purchase requisitions for engineering materials and supplies
• Assist purchasing in procuring spare parts with specifications
• Record cost center details in purchase requests and check invoices in the system
• Inform variations in monthly expense reports to the director/assistant director
• Maintain records for POMEC FF&E purchases and engineering drawings (architectural, structural, electrical, mechanical, plumbing, fire alarms)
• Organize drawing rack and track drawing movements
• Prepare drawings/plans for renovation projects
• Keep track of employees’ compensatory days and leave schedules
• Coordinate with shift engineer to prepare shift schedule & maintain time sheets
• Maintain engineering maintenance contracts and liaise with TM for attic stock of spare parts
• Communicate with equipment manufacturers to obtain spare parts in emergencies
• Maintain asset register and issue weekly PPM job sheets
• Assist other TM with day-to-day activities

Job description

Picture yourself brightening someone’s day. When you join our hotels team, that’s exactly what you’ll do every time you come to work! As an engineering office coordinator, you’re not just supporting seamless operation of the hotel's engineering department – you’re spreading the light and warmth of hospitality by delivering memorable experiences that make the stay for every guest.

Here’s what you’ll do during a typical day:

• Receive all telephone calls for the engineering department and maintain a message logbook of all requests and other things to be done
• Prepare all reports, forms, memos, etc. in the department
• Maintain complete filing system
• Maintain necessary stationery stock for engineering department
• Maintain all records and files for local authorities’ inspection, such as:
  • Elevator test report
  • Elevator weekly maintenance report
  • Potable water test report
  • Legionella water test
  • Boiler test report
  • Fire protection system inspection report
  • Fire alarm system inspection report
  • Kitchen and laundry exhaust cleaning/degreasing
  • Window cleaning cradle test report
  • Gas tank test report
• Check daily engineering log book and inform director of engineering/assistant director of engineering of any energy consumption variations
• Prepare weekly energy consumption report
• Prepare monthly energy consumption report
• Maintain purchase request/LPOs – enter all information in the system
• Follow up purchase requisitions for engineering material and supplies
• Assist purchasing agent in the procurement of spare parts providing necessary specifications/details of suppliers
• Check and record cost center details in the purchase request
• Check all invoices and enter in the system – report discrepancies to the receiving department/purchasing department
• Check monthly expense report and inform variations to director of engineering/assistant director of engineering
• Maintain record on POMEC FF&E purchases
• Maintain technical manuals for all equipment/machines and organize technical library
• Maintain all engineering drawings such as:
  • Architectural
  • Structural
  • Electrical
  • Mechanical
  • Plumbing
  • Fire alarm systems
  • Site plan – municipality affection plan
• Organize drawing rack and keep register on drawing movements
• Prepare necessary drawings/plans for renovation projects
• Keep record of employees’ compensatory days and inform them to utilize it
• Prepare employees leave schedule
• Coordinate with shift engineer to prepare shift schedule
• Maintain employee time sheet
• Maintain engineering maintenance contracts and deal with them when necessary
• Liaise with TM to maintain attic stock of spare parts
• Communicate with equipment manufacturer to get spare parts in emergency cases
• Keep record of all engineering equipment for PPM and maintain asset register
• Issue weekly PPM job sheets and maintain backlog record
• Maintain PPM equipment record files
• Assist other TM in their day to day activities

What it takes to make the stay

At Hilton, our core values define what it takes to succeed here and guide the qualities we look for in every team member:

• A passion for spreading the light and warmth of hospitality
• Acting with integrity and always doing the right thing
• Inspiring others through leadership
• A belief that teamwork drives the best outcomes
• A sense of ownership and accountability
• A focus on the now, bringing urgency and discipline to every moment, knowing it can make a lasting impact

Join an award-winning workplace culture

At Hilton, we don’t just deliver exceptional experiences for our guests—we build an exceptional workplace for the team members who make it all possible. As a global leader in hospitality, we’ve welcomed more than 3 billion guests worldwide, all while staying true to our founding vision: to fill the earth with the light and warmth of hospitality.

Our award-winning culture has earned us repeated recognition on the world’s best workplaces list by Great Place to Work and Fortune. With our suite of world-class brands, and a company-wide commitment to providing the best stay for every guest, we’re setting new standards for the future of travel.

Whether you’re starting your career or exploring something new, Hilton supports your journey every step of the way. Come for the job, stay for the career—and help us make every stay a little more magical.