Engineering Administrative Assistant

Davidson Hospitality Group; Newport (RI); On-site; USD 30,000 - 41,000; Full time

Benefits offered by this job

Medical Coverage

Dental & Vision Coverage

Teledoc service

Maintenance Medications

Pet Insurance

Hotel Discounts

Tuition Reimbursement

Paid Time Off

401K Match

Job summary

Davidson Hospitality Group seeks an Engineering Administrative Assistant to provide critical administrative and operational support to the Engineering department at Newport Harbor Island Resort in Newport, Rhode Island. You will coordinate work orders, maintain records, assist with purchasing and invoices, and support scheduling and communications for the leadership team.

The ideal candidate is highly organized, detail-oriented, dependable, and able to thrive in a fast-paced hotel environment

Qualifications

• Previous administrative, clerical, or office experience preferred.
• Previous hotel, resort, facilities, or engineering department experience is a plus.
• Strong organizational and time-management skills.
• Excellent attention to detail and follow-through.
• Strong written and verbal communication skills.
• Proficiency with Microsoft Office, including Word and Excel.
• Ability to learn and utilize hotel maintenance/work-order and purchasing systems.
• Ability to prioritize multiple tasks in a fast-paced environment.
• Professional demeanor and excellent customer service skills.
• Ability to work independently while also supporting a team.
• Must be dependable and able to maintain accurate records.

Responsibilities

• Provide daily administrative support to the Director of Engineering and Engineering team
• Monitor, organize, and follow up on engineering work orders and maintenance requests
• Assist with tracking preventive maintenance schedules and ensuring documentation is maintained
• Maintain accurate Engineering department files, logs, records, and reports
• Assist with ordering supplies, parts, tools, and other department materials
• Receive, organize, and process invoices, purchase orders, and related documentation
• Communicate with vendors regarding orders, deliveries, invoices, and service appointments
• Maintain vendor contact information and department records
• Assist with scheduling outside contractors and service providers
• Prepare correspondence, reports, spreadsheets, meeting notes, and other documents as needed
• Assist with maintaining inventory records and monitoring supply levels
• Coordinate department meetings and distribute information to Engineering team members
• Track certifications, inspections, permits, licenses, and other required documentation as assigned
• Assist with hotel inspections and compliance documentation
• Maintain confidentiality of departmental and company information
• Communicate effectively with all hotel departments regarding maintenance requests and operational needs
• Assist with special projects and administrative tasks as assigned by Engineering leadership
• Promote a safe work environment and follow all hotel safety policies and procedures
• Maintain a professional and positive working relationship with team members, guests, vendors, and leadership

Skills

Organizational skills

Attention to detail

Verbal and written communication

Customer service

Tools

Microsoft Word

Microsoft Excel

Job description

Property Description

Newport Harbor Island Resort presents an exciting opportunity for job applicants looking to join a premier resort destination in Newport, Rhode Island. Our resort offers a picturesque location overlooking the stunning Newport Harbor, providing a unique and captivating experience for our guests. As a team member, you will have the opportunity to work in a beautiful and tranquil setting, delivering exceptional service and creating unforgettable memories for our guests. With opportunities for career growth, ongoing training, and a supportive work culture, Newport Harbor Island Resort is the perfect place to further your hospitality career. Join our team of dedicated professionals and be a part of our commitment to providing unparalleled guest experiences in one of New England's most sought-after destinations.

Overview

The Engineering Administrative Assistant provides administrative and operational support to the Engineering department, helping ensure the team stays organized, responsive, and efficient. This position is responsible for coordinating work orders, maintaining department records, assisting with purchasing and invoices, managing schedules and communications, and supporting the Engineering leadership team with day-to-day administrative needs.

The ideal candidate is highly organized, detail-oriented, dependable, and comfortable working in a fast-paced hotel environment where priorities can change quickly.

Essential Duties & Responsibilities

• Provide daily administrative support to the Director of Engineering and Engineering team
• Monitor, organize, and follow up on engineering work orders and maintenance requests
• Assist with tracking preventive maintenance schedules and ensuring documentation is maintained
• Maintain accurate Engineering department files, logs, records, and reports
• Assist with ordering supplies, parts, tools, and other department materials
• Receive, organize, and process invoices, purchase orders, and related documentation
• Communicate with vendors regarding orders, deliveries, invoices, and service appointments
• Maintain vendor contact information and department records
• Assist with scheduling outside contractors and service providers
• Prepare correspondence, reports, spreadsheets, meeting notes, and other documents as needed
• Assist with maintaining inventory records and monitoring supply levels
• Coordinate department meetings and distribute information to Engineering team members
• Track certifications, inspections, permits, licenses, and other required documentation as assigned
• Assist with hotel inspections and compliance documentation
• Maintain confidentiality of departmental and company information
• Communicate effectively with all hotel departments regarding maintenance requests and operational needs
• Assist with special projects and administrative tasks as assigned by Engineering leadership
• Promote a safe work environment and follow all hotel safety policies and procedures
• Maintain a professional and positive working relationship with team members, guests, vendors, and leadership

Qualifications

• Previous administrative, clerical, or office experience preferred
• Previous hotel, resort, facilities, or engineering department experience is a plus
• Strong organizational and time-management skills
• Excellent attention to detail and follow-through
• Strong written and verbal communication skills
• Proficiency with Microsoft Office, including Word and Excel
• Ability to learn and utilize hotel maintenance/work-order and purchasing systems
• Ability to prioritize multiple tasks in a fast-paced environment
• Professional demeanor and excellent customer service skills
• Ability to work independently while also supporting a team
• Must be dependable and able to maintain accurate records

Benefits

Davidson Hospitality Group is an award-winning, full-service hospitality management company overseeing hotels, restaurants, dining and entertainment venues across the US. A trusted partner and preferred operator for Hilton, Hyatt, Kimpton, Marriott, and Margaritaville, Davidson offers a unique entrepreneurial management style and owners’ mentality that provides the individualized personal service of a small company, enhanced by the breadth and depth of skill and experience of a larger company. In keeping with the company’s heritage of delivering value, Davidson is comprised of four highly specialized operating verticals: Davidson Hotels, Pivot, Davidson Resorts and Davidson Restaurant Group.

In keeping with the company’s heritage of delivering value to its owners and team members, Davidson offers a rich benefit program with a variety of benefits designed to enrich the lives and well-being of our team members and their families.

• Multiple Tiers of Medical Coverage
• Dental & Vision Coverage
• 24/7 Teledoc service
• Free Maintenance Medications
• Pet Insurance
• Hotel Discounts
• Tuition Reimbursement
• Paid Time Off (vacation, sick, bereavement, and Holidays).
• 401K Match

Working at Davidson is like nowhere else. It’s less of a job, more of a calling. It’s part career, part revolution. Because whatever you do here, you play a part in helping redefine the way quality hospitality is delivered to our guests, our clients, our partners, and each other.

EOE AA- Minorities/Females/Vet/Disability/Gender Identity/Sexual Orientation

Davidson Hospitality is a drug free workplace. Pre-employment drug test and background check required. We participate in E-Verify.

Salary Range

USD $26.00 - USD $26.00 /Hr.