Administrative Assistant

Four Seasons Hotel; Saudi Arabia; On-site; SAR 30,000 - 50,000; Full time

Job summary

Join a forward-thinking hospitality firm as an Administrative Assistant in the Engineering Department. This role is pivotal in ensuring the smooth operation of administrative tasks, documentation management, and communication within the team. You will support daily activities, maintain essential records, and facilitate interactions between various stakeholders. If you thrive in a dynamic environment and are passionate about contributing to a successful team, this opportunity is perfect for you. Your organizational skills and attention to detail will be key in helping the department excel during its pre-opening phase and beyond.

Qualifications

• 2+ years of administrative experience in engineering or hospitality.
• Strong proficiency in Microsoft Office Suite and CMMS systems.

Responsibilities

• Manage and organize engineering documentation and records.
• Coordinate contractor deliverables and track procurement activities.

Skills

Organizational Skills

Attention to Detail

Communication Skills

Problem-Solving Skills

Multitasking

Education

Diploma or Degree in Office Administration

Degree in Business Management

Tools

Microsoft Office Suite

CMMS Systems (Hotsos)

Job description

Bachelor of Business Administration(Management)

Nationality

Any Nationality

Vacancy

1 Vacancy

Job Description

About the Role

We are looking for a proactive and highly organized Administrative Assistant to support the Engineering Department at Four Seasons Resort and Residences AMAALA at Triple Bay. Reporting to the Director of Engineering, you will play an essential role in ensuring all administrative tasks, technical documentation, and operational support for the Engineering team are handled with precision and efficiency, contributing to the department s success from the pre-opening phase through full operations. This includes supporting daily activities, scheduling maintenance tasks, tracking equipment status, preparing reports, managing documentation, and facilitating smooth communication between internal and external stakeholders.

What You Will Do

Manage the organization, filing, and control of all engineering documentation, including technical drawings, equipment manuals, warranty certificates, compliance documentation, and service contracts.

Coordinate and track contractor deliverables, commissioning reports, snagging lists, and system handover documentation, ensuring accuracy and completeness.

Maintain and organize engineering records, both physical and digital, for easy retrieval and audit readiness.

Prepare departmental reports, meeting minutes, operational updates, and communications for internal and external stakeholders.

Set up and maintain the Computerized Maintenance Management System (CMMS), such as Hotsos, including asset data entry, preventive maintenance schedules, and historical service records.

Monitor and track procurement activities including purchase requests, deliveries, inventory of spare parts, tools, and maintenance supplies.

Organize logistics for technical inspections, preventive maintenance programs, contractor service appointments, and regulatory compliance activities.

Support engineering team scheduling, coordinate training sessions, and manage administrative follow-up for technical certifications and operational programs.

Assist in tracking departmental budgets, monitoring expenses, and maintaining accurate financial records for the Engineering Department.

Act as a key communication point between Engineering, project teams, contractors, vendors, and operational hotel departments to ensure smooth workflow and project coordination.

Ensure all records related to licensing, inspections, fire life safety compliance, and statutory certifications are up-to-date and easily accessible.

What You Bring

A diploma or degree in Office Administration, Business Management, or a related technical support field.

Minimum 2 years of administrative experience, preferably within an engineering, hospitality, or construction project environment.

Strong organizational skills with excellent attention to technical detail and documentation accuracy.

Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) is essential; experience with CMMS systems like Hotsos is a strong advantage.

Strong written and verbal communication skills in English; proficiency in Arabic is a plus.

High ability to multitask, prioritize tasks effectively, and work independently in a fast-paced and dynamic environment.

Strong problem-solving skills, service mindset, and collaborative approach to teamwork.

Company Industry

• Hotels
• Hospitality

Department / Functional Area

• Administration

Keywords

• Administrative Assistant

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