Engineering Administrative Assistant

Westgate Resorts; Gatlinburg (TN); On-site; USD 42,000 - 62,000; Full time

Benefits offered by this job

Health benefits

Paid time off

401(k) with company match

Daily Pay

Tuition assistance

Employee assistance program

Scholarship program

Job summary

Westgate Smoky Mountain Resort & Spa in Gatlinburg, TN seeks an Engineering Administrative Assistant to support Engineering and Maintenance teams with scheduling, documentation, and payroll review. The role requires attention to detail, strong organization, and professional communication.

You will coordinate with technicians, manage vendor interactions, and support onboarding while ensuring compliance and accurate record keeping. A background check will be conducted.

Qualifications

• 1–2 years of administrative experience in a professional setting.
• Proficient in Microsoft Word, Excel, PowerPoint, and Outlook.
• Familiarity with facilities management, maintenance, or construction industry is a plus.
• High school diploma or GED is required.
• Excellent organizational and time management skills with the ability to handle multiple tasks.
• Strong written and verbal communication; able to prepare professional documents.

Responsibilities

• Provide administrative support to Engineering and Maintenance teams: scheduling, meetings, and document prep.
• Serve as a key point of contact for field technicians, offering admin and system support.
• Process and maintain records of purchase orders, departmental checkbooks, and receipts for audits.
• Review financial documents (Profit & Loss) and track payroll submissions for accuracy.
• Manage data entry and reporting using systems like Medallia and HotSOS for decision support.
• Provide direct support to the Director of Engineering, including calendar management and presentations.
• Assist with onboarding new hires: training schedules, system access, and required docs.
• Coordinate with vendors and internal departments to resolve issues and ensure smooth projects.
• Build strong professional relationships to ensure compliance and collaboration.
• Represent the company professionally in all communications and interactions.

Skills

Microsoft Office

Administrative Support

Scheduling

Communication

Education

High School Diploma

GED

Tools

Medallia

HotSOS

Job description

Adjacent to Great Smoky Mountains National Park, the most-visited national park in the country, Westgate Smoky Mountain Resort & Spa in Gatlinburg, Tennessee, provides an amazing work environment with refreshing mountain breezes and spectacular views of the beautiful Great Smoky Mountains. As a member of the Westgate Smoky Mountain Resort team, you will meet and engage with guests who have arrived to enjoy all the Great Smoky Mountains have to offer and help them experience our world-class amenities such as the state-of-the-art Wild Bear Falls water park. As part of Westgate Resorts, recognized by U.S. News as one of the Best Companies to Work For, you’ll be joining a team committed to excellence and creating unforgettable vacation experiences and supporting your career growth where you are or at 60+ resorts across the company.

Job Description

The Engineering Administrative Assistant supports the Engineering and Maintenance teams by handling administrative tasks, financial documents reviews, data analysis and system operations. Reporting to the Engineering Department leader, the role ensures efficient operations through scheduling, record-keeping, payroll management, and vendor coordination. The ideal candidate will bring strong organizational skills and professionalism to help maintain seamless project coordination.

As Engineering Administrative Assistant, you will:

• Provide administrative support to the Engineering and Maintenance teams, including scheduling, meeting coordination, and document preparation
• Serves as a key point of contact for field technicians, offering administrative and system support to streamline operations and resolve issues efficiently
• Process and maintain records of purchase orders, departmental checkbooks, and receipts for audit and reference
• Review financial documents, such as Profit & Loss statements, and track payroll submissions for accuracy and timeliness
• Manage and oversee data entry, reporting, and overall functionality of systems like Medallia and HotSOS to support decision-making
• Provide direct administrative support to the Director of Engineering, including calendar management, preparation of presentations and documents
• Assist in onboarding and preparing new hires by coordinating training schedules, setting up system access, and ensuring all necessary documentation and resources are provided
• Coordinate with vendors, contractors, and internal departments to resolve issues and ensure smooth project execution
• Build and maintain strong professional relationships with stakeholders to ensure compliance and effective collaboration
• Communicate clearly and professionally through various channels, including email, phone, and verbal interactions
• Identify and report potential hazards, assist with maintenance tasks when needed, and ensure adherence to company policies
• Represent the company professionally through behavior and appearance
• Perform additional duties as assigned by leadership

To excel in this role, you must embody our core values of integrity, passion, and a strong work ethic. These values are essential to our success, and we are looking for someone who shares our commitment.

Qualifications

• Minimum of 1 to 2 years of administrative experience in a professional setting is required
• Proven proficiency in Microsoft Office Suite, including Word, Excel, PowerPoint, and Outlook
• Familiarity with facilities management, maintenance or construction industry is an advantage
• High school diploma / GED – required
• Exceptional organizational and time management skills with a proven ability to handle multiple tasks effectively
• Advanced written and verbal communication skills, with the ability to prepare professional presentations and documentation
• Must be at least 18 years old and have a valid driver’s license to drive company golf carts
• Required to pass a background check, drug test, and prove eligibility to work in the United States

Additional Information

Why Westgate?

• Comprehensive Health Benefits – Medical, Dental, and Vision Coverage
• Paid Time Off – Vacation, Sick, and Personal Time to Recharge
• Paid Holidays
• 401(k) with Generous Company Match to Support Your Future
• Daily Pay – Access Your Earnings When You Need Them
• Family-Focused Benefits – Pregnancy, Parental Leave, and Adoption Assistance
• Wellness Programs to Support Your Well-Being
• Flexible Spending Accounts (FSA)
• Tuition Assistance to Help You Grow Your Career
• Military Leave
• Employee Assistance Program (EAP) – Support When You Need It Most
• Life, Disability, Accident, Critical Illness, and Hospital Insurance
• Pet Insurance for Your Furry Family Members
• Loyalty Program – Exclusive Discounts on Hotels, Cruises, Resorts, Restaurants, Entertainment, and More
• Low-Cost Gym Membership
• NEW! David A. Siegel Legacy Scholarship – Up to $40,000 for Team Members’ Dependents
• Career Growth and Advancement Opportunities
• Community Involvement – Give Back and Make an Impact

Westgate Resorts is an Equal Employment Opportunity employer.All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, protected veteran status, disability status or any other protected status under federal, state or local law. If you have a disability and believe you need a reasonable accommodation in order to complete your application or any part of the recruiting process, please email [e-mail] with the job title and the location of the position for which you are applying.

This job posting is intended to provide a general overview of the position and may not include every responsibility, duty, or qualification required. Duties, responsibilities, and activities may change at any time with or without notice.