Engineering - Administrative Assistant

Spa Ojai; Ojai, Northern (CA, KY); Hybrid; USD 42,000 - 50,000; Full time

Job summary

Spa Ojai is seeking an Engineering Administrative Assistant to support the Engineering department by coordinating guest and engineering requests for rooms, equipment, public areas, construction projects, and safety initiatives.

The role also manages the department inventory and purchase orders, coordinates contractors and vendors, maintains the FF&E library and warranty files, answers phones, prepares reports and presentations, and helps develop operating procedures as directed by engineering

Qualifications

• Must be proficient in Microsoft Office systems and GSuite.
• Good clerical skills including proper telephone etiquette, filing, copying, and standard equipment use.
• Good organizational skills.
• Mechanical aptitude and understanding of mechanical/engineering vocabulary and drawings helpful.
• Good communication skills, both verbal and written; able to compose letters, emails, memos and reports.
• Able to work under pressure and meet deadlines.
• Able to work and contribute to a team environment.
• Able to work overtime to complete assignments as required.
• Must have valid driver's license.

Responsibilities

• Assists with day-to-day operations of the Engineering Department including preventive maintenance, trouble calls, and budgeting.
• Sourcing and ordering of needed parts for day-to-day maintenance and special projects.
• Maintains documents and parts with solid communication and proven organizational skills.
• Administrative duties: organizing and prioritizing work from emails and Knowcross applications, maintaining a par system for parts and equipment.
• Assists with professional development and improving operating protocols and procedures.

Skills

Microsoft Office

GSuite

Clerical skills

Organizational skills

Engineering vocabulary

Communication skills

Deadline-oriented

Team player

Overtime willingness

Driver's license

Tools

Knowcross

Hotsos

Adaco Purchasing Platform

Johnson Controls Systems

Fire control systems

Work Order programs

Job description

The Engineering Administrative Assistant is responsible for all administrative activities in support of the Engineering department as pertaining to coordination of guest and Engineering requests for; rooms, equipment, public area spaces, construction, Safety Committee and other projects. Manages the department inventory and coordinates purchase orders. Organizes and coordinates appointments with contractors and vendors. Maintain vendor list. Answer phones and direct calls to the proper party or take a message. Responds to routine inquiries and correspondence and sends email and mail. Create reports, spreadsheets and presentations. Responsible for overseeing the organization’s FF&E library, all warranty information, and conducting research. May help compile procedure manuals, which could include editing technical drawings and other diagrams. Any other duties assigned by the Director of Engineering or Assistant Director of Engineering.

STANDARD SPECIFICATIONS:

Requirements are representative of minimum levels of knowledge, skills and/or abilities. To perform this job successfully, the incumbent will possess the abilities or aptitudes to perform each duty proficiently. Some requirements may exclude individuals who pose a direct threat or significant risk to the health and safety of themselves, other employees or guests.

QUALIFICATIONS:

Essential:

1. Must be proficient in Microsoft Office systems and GSuite.

2. Good clerical skills including proper telephone etiquette, alphabetical/numerical filing, use of copy machines, facsimile, and other standard equipment.

3. Good organizational skills.

4. Mechanical aptitude and understanding of mechanical/engineering vocabulary and engineering drawings helpful.

5. Good communication skills, both verbal and written. Good grammar usage. Able to compose correspondence including letters, emails, memos and reports.

6. Able to work under pressure and meet deadlines.

7. Able to work and contribute to a team environment.

8. Able to work overtime to complete assignments as required.

9. Must have valid drivers license.

Desirable:

1. Knowledge of hotel law.

2. Knowledge and ability to execute an emergency plan.

3. Prior guest relations training.

4. Bilingual (English/Spanish) language skills to communicate effectively in a multicultural workforce.

5. Knowledge of networked Fire control systems

6. Knowledge of Johnson Controls Systems.

7. Knowledge of of Adaco Purchasing Platform

8. Knowledge of Work Order programs (Knowcross, Hotsos)

ESSENTIAL JOB FUNCTIONS:

This job description in no way states or implies that these are the only duties to be performed by the employee occupying this position. Employees will be required to perform any other job-related duties assigned by their supervisor.

1. Responsible for assisting with the day-to-day operations of the Engineering Department including, but not limited to, preventative maintenance, trouble calls, and budgeting.

2. Will be under the DOE and ADOE sourcing and ordering of needed parts for both day to day maintenance, and special projects.

3. Will be maintaining both documents and parts with solid communication and proven organizational skills.

4. Administrative duties will include: organizing and prioritizing work, both from E-mails and through Knowcross applications, maintaining a par system with commonly used parts and equipment.

5. Responsible for assisting with professional development and establishing and improving operating protocols and procedures.