Engineering Administrative Assistant

FAENA Miami Beach; Miami Beach (FL); On-site; USD 38,000 - 60,000; Full time

Job summary

FAENA Miami Beach is seeking a capable Clerical/Secretarial Assistant to support the Chief Engineer and Complex Engineering Director. Responsibilities include dictation, typing, payroll processing, filing, and maintaining department records, logs, and budgets.

The role requires handling guest and resident interactions, coordinating maintenance requests and keeping schedules, calendars, and correspondence organized across engineering teams at the property.

Qualifications

• Provide clerical/secretarial and administrative support to Engineering leadership.
• Handle dictation, typing, filing and payroll tasks as required.
• Maintain budgets, logs and department records for the Chief Engineer and Complex Engineering Director.

Responsibilities

• Maintain knowledge of policies and procedures.
• Resolve guest and resident complaints to ensure satisfaction.
• Maintain cleanliness and organization of assigned work areas.
• Access and use computer systems for daily tasks and reporting.
• Set up workstation with materials and supplies.
• Record and log information daily.
• Monitor attendance and document tardiness/absences.
• Process purchases and vendor relations for maintenance needs.
• Prepare departmental payroll records and budgets.
• Coordinate maintenance requests and work orders.
• Maintain preventive maintenance records and condo unit records.
• Coordinate room statuses with Housekeeping and Front Desk.
• Handle confidential Faena information securely.
• Attend meetings, take minutes and distribute notes.
• Maintain appointment calendars for Chief Engineer and Director of Engineering.
• Coordinate repairs and service bids to minimize costs.
• Support multiple locations within the hotel.

Skills

Secretarial support

Clerical skills

Administrative support

Payroll processing

Budgeting

Guest relations

Tools

Computer input

Filing systems

Job description

THE FAENA CULTURE

The FAENA Movement is one of culture, art and community. The FAENA Culture is steeped in the warmth and traditions of the south combining authentic and attentive hospitality with the world’s finest amenities. We act as a catalyst in making dreams a reality with the collaboration of ideas. Creating carefully curated spaces paired with excellence in service to delight the most sophisticated guests as they are indulged by the FAENA Culture.

JOB OVERVIEW

Provide clerical/secretarial and administrative support for the Chief Engineer and Complex Engineering Director, including dictation, typing, computer input, filing, tracing, answering telephones (for entire office as required), printing reports, payroll, maintaining manager files and departmental records/logs. Will accept, log and distribute maintenance request calls.

DUTIES AND RESPONSIBILITIES

• Maintain complete knowledge of and comply with all departmental policies/service procedures/standards.
• Maintain complete knowledge of correct maintenance and use of equipment. Use equipment only as intended and resident relations at all times
• Resolve guest and resident complaints, ensuring guest and resident satisfaction.
• Monitor and maintain cleanliness, sanitation and organization of assigned work areas.
• Access all functions of computer.
• Set up work station with necessary supplies and resource materials.
• Read the log book daily, and record all pertinent information in the log book.
• Check employee attendance and document tardiness and absenteeism.
• Complete supply requisitions and submit to Chief Engineer; stock and maintain par levels of necessary supplies.
• Maintain accurate monthly budgets and assist in preparing annual budget.
• Handle lost and found items and claims for lost items.
• Open office and prioritize assignments and tasks for the shift.
• Answer telephone.
• Record messages.
• Make telephone calls to specified individuals as requested by the Director of Engineering and Chef Engineer.
• Greet all individuals arriving at engineering department and assist with their needs.
• Document and maintain appointment calendar for Chief Engineer and Director of Engineering.
• Maintain accurate trace files and communicate daily traces to Chief Engineer.
• Establish and maintain filing procedures.
• Maintain a rolodex of all contractors and vendors.
• Retrieve and distribute departmental mail.
• Process requests for overnight mail and other delivery/messenger services.
• Prepare and send faxes; receive and distribute faxes to appropriate personnel.
• Make photocopies.
• Type correspondence, memos and reports.
• Attend designated meetings, take minutes, transcribe and distribute.
• Document all guest and resident requests/complaints and communicate such to respective personnel for proper handling. Follow up on guest and resident satisfaction.
• Maintain a current manual on all departmental forms and form letters with instructions.
• Maintain all necessary reference books and manuals as required.
• Coordinate service repairs for office equipment ensuring minimal costs.
• Obtains purchase order bids for each item required.
• Accept all in-house maintenance requests.
• Prepare work orders for maintenance repairs and distribute to Chief Engineering for prioritization. Monitor completion of work orders submitted.
• Maintain guest and resident room preventive maintenance program.
• Maintain public area preventive maintenance.
• Coordinates status of all rooms with Housekeeping and Front Desk.
• Maintain confidentiality and security of specified Faena information, correspondence, reports and files.
• Prepare daily/weekly departmental payroll records and submit to Chief Engineer.
• Maintain preventive maintenance records.
• Maintain and update database.
• Maintain accurate Condo Unit Records.
• Ability to work a varied schedule that may include early morning, evening, night, and weekend shifts

PHYSICAL ABILITIES

• Exert physical effort in transporting a minimum of 50 pounds.
• Endure various physical movements throughout the work areas.
• Remain in stationary position for 8hours or throughout work shift.
• Satisfactorily communicate with guest and residents, management and co-workers to their understanding.
• Ability to see and respond dangerous to situations.
• Requires mobility. Sense of smell, taste, touch, and sound. Eye/hand coordination and manual dexterity.
• Ability to tolerate varying conditions of noise level, temperature, illumination, and air quality.
• Some of the work will occur in different locations of the hotel