Engineering Administrative Coordinator

Jobf0; Miami Beach (FL); On-site; USD 42,000 - 65,000; Full time

Job summary

AN ICON EVOLVED is seeking an Engineering Administrative Assistant to support the Engineering leadership with daily operations, maintain records, and assist with procurement. You will coordinate with vendors and internal teams to ensure timely reporting and compliance across a hospitality-focused engineering department.

The role requires strong organizational skills, proficiency in Microsoft Office, and the ability to handle multiple tasks in a fast-paced environment.

Qualifications

• Previous administrative experience required; hospitality or engineering environment preferred.
• Strong organizational and multitasking skills with attention to detail.
• Proficient in Microsoft Office, including Excel and Word.
• Experience with hotel work order systems; ability to multitask in a fast-paced environment.

Responsibilities

• Provide administrative support to Engineering leadership.
• Maintain departmental files, records, permits, licenses, and compliance documentation.
• Prepare reports, spreadsheets, presentations, and correspondence as needed.
• Organize and maintain engineering logs, work orders, and preventive maintenance records.
• Answer departmental calls and respond to internal requests in a timely and professional manner.
• Monitor and distribute work orders through the hotel’s maintenance system.
• Track completion status of preventative and corrective maintenance tasks.
• Follow up with departments regarding maintenance requests and updates.
• Assist with maintaining accurate inventory and equipment records.
• Process purchase orders, invoices, and requisitions for engineering supplies and services.
• Coordinate deliveries and ensure proper documentation of received goods.
• Assist with budget tracking and expense reporting.
• Support the department in maintaining compliance with local, state, and federal regulations.
• Assist with organizing safety training records, certifications, and inspection documentation.
• Maintain confidentiality of sensitive operational and team member information
• Ensure departmental documents and procedures remain current and organized.
• Assist with scheduling meetings, trainings, and departmental communication.
• Support onboarding coordination for Engineering team members.
• We recognize we are in the hospitality industry and that may require us to provide lateral service.
• We will on occasion call for each individual on the team to perform various related tasks as needed in the spirit of providing exceptional guest service.

Skills

Administrative experience

Organizational skills

Multitasking

Communication skills

English proficiency

Tools

Microsoft Excel

Microsoft Word

Job description

JOB OVERVIEW

Under the general guidance of the Director of Engineering, the Engineering Administrative Assistant supports the daily operations of the Engineering Department through administrative and coordination tasks. This role manages work orders, maintains records, assists with vendors and procurement, and ensures accurate reporting and compliance. The position also facilitates communication between engineering, other departments, and external contractors to support efficient maintenance and operations.

YOUR KEY RESPONSIBILITIES

• Provide administrative support to the Engineering leadership team.
• Maintain departmental files, records, permits, licenses, and compliance documentation.
• Prepare reports, spreadsheets, presentations, and correspondence as needed.
• Organize and maintain engineering logs, work orders, and preventive maintenance records.
• Answer departmental calls and respond to internal requests in a timely and professional manner.
• Monitor and distribute work orders through the hotel’s maintenance system.
• Track completion status of preventative and corrective maintenance tasks.
• Follow up with departments regarding maintenance requests and updates.
• Assist with maintaining accurate inventory and equipment records.
• Process purchase orders, invoices, and requisitions for engineering supplies and services.
• Coordinate deliveries and ensure proper documentation of received goods.
• Assist with budget tracking and expense reporting.
• Support the department in maintaining compliance with local, state, and federal regulations.
• Assist with organizing safety training records, certifications, and inspection documentation.
• Maintain confidentiality of sensitive operational and team member information
• Ensure departmental documents and procedures remain current and organized.
• Assist with scheduling meetings, trainings, and departmental communication.
• Support onboarding coordination for Engineering team members.
• We recognize we are in the hospitality industry and that may require us to provide lateral service.
• We will on occasion call for each individual on the team to perform various related tasks as needed in the spirit of providing exceptional guest service.

ADDITIONAL RESPONSIBILITIES

• Communicate effectively, both verbally and in writing, to provide clear direction to the venue teams.
• Communicate with team members using a positive and clear speaking voice, listen to and understand requests, respond with appropriate actions and provide accurate information.
• Remain calm and alert, especially during emergency situations.

Qualifications

SPECIFIC JOB KNOWLEDGE & SKILLS

• Previous administrative experience required; hospitality or engineering environment preferred.
• Strong organizational and multitasking skills with attention to detail
• Proficient in Microsoft Office, including Excel and Word.
• Experience with hotel work order systems Ability to multitask, work in a fast-paced environment and have a high-level attention to detail
• Maintain positive and productive working relationships with other team members and departments
• Ability to work independently and to partner with others to promote an environment of teamwork
• Must be able to stand or walk a minimum eight-hour shift
• Must be able to twist, tow (push or pull), reach, bend climb and carry objects as necessary
• Must have excellent communication skills and be able to read, write, speak and understand English
• Must be able to work inside and outside at all times of the year as needed, based upon business volumes

Additional Information

All your information will be kept confidential according to EEO guidelines.

Company Description

AN ICON EVOLVED
Honoring a celebrated legacy while shaping a bold new global chapter. In every location, Delano nurtures a refined spirit of community, welcoming the world’s most curious, creative and well-traveled.