Engineering Administrative Assistant — Resort Operations

Newport Harbor Island Resort; Newport (RI); On-site; USD 30,000 - 42,000; Full time

Benefits offered by this job

Medical Coverage

Dental & Vision Coverage

Teledoc service

Free Maintenance Medications

Pet Insurance

Hotel Discounts

Tuition Reimbursement

Paid Time Off

401K Match

Job summary

Newport Harbor Island Resort in Newport, Rhode Island seeks an Engineering Administrative Assistant to provide vital administrative support to the Engineering team, helping keep work orders, records, and schedules on track in a fast-paced hotel setting.

The ideal candidate is organized and detail-oriented, comfortable coordinating with vendors, tracking invoices, and assisting with purchasing while maintaining confidentiality and professionalism across all hotel departments.

Qualifications

• Previous administrative, clerical, or office experience preferred.
• Hotel, resort, facilities, or engineering department experience is a plus.
• Strong organizational and time-management skills.
• Excellent attention to detail and follow-through.
• 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.

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

Strong organizational skills

Time-management

Microsoft Office

Written and verbal communication

Customer service

Independence with team support

Tools

MS Word

MS Excel

Job description

Newport Harbor Island Resort in Newport, Rhode Island seeks an Engineering Administrative Assistant to provide vital administrative support to the Engineering team, helping keep work orders, records, and schedules on track in a fast-paced hotel setting.

The ideal candidate is organized and detail-oriented, comfortable coordinating with vendors, tracking invoices, and assisting with purchasing while maintaining confidentiality and professionalism across all hotel departments.