Engineering Office Manager

The-Kahala-Hotel-; East Honolulu (HI); On-site; USD 63,000 - 77,000; Full time

Job summary

The Kahala Hotel & Resort is seeking an Engineering Office Manager to provide administrative and operational support to the Engineering Department in East Honolulu, HI. The role manages records, work orders, purchasing, payroll support, vendor coordination, reporting, and communication to maintain an efficient operation.

Responsibilities include managing the engineering office, maintaining files and documentation, coordinating meetings, tracking work orders, processing purchases, and supporting

Qualifications

• 2+ years of administrative or office coordination experience preferred.
• Previous hotel, engineering, facilities, or maintenance experience preferred.
• Strong organizational, communication, and time-management skills.
• Proficiency in Microsoft Office, particularly Excel, Word, and Outlook.
• Familiarity with hotel systems including UKG Timekeeping, OnTrack, HotSos, Yellow Dog, and OPERA Cloud preferred.
• Experience with purchasing, invoices, payroll, work orders, or vendor coordination preferred.
• Attention to detail and ability to manage multiple priorities.

Responsibilities

• Administrative & Office Management: Manage daily admin functions, maintain files and documentation.
• Work Orders & Maintenance: Track work orders, assist with preventive maintenance records.
• Purchasing & Inventory: Process purchase orders and vendor communications.
• Payroll & Employee Support: Assist with timecard, payroll, and onboarding processes.
• Vendor & Department Coordination: Liaise between Engineering, hotel departments, vendors, and contractors.
• Reporting, Safety & Compliance: Prepare engineering reports and maintain safety documentation.
• Additional Duties: Support capital projects and keep the office organized.

Skills

Administrative experience

Microsoft Office

Vendor coordination

Purchasing

Payroll support

Timekeeping systems

Hotel/engineering familiarity

Tools

OPERA Cloud

OnTrack

HotSos

Yellow Dog

UKG Timekeeping

Job description

Pay Range ($70,000.00/ Annual Compensation)

The Engineering Office Manager provides administrative and operational support to the Engineering Department. This role manages departmental records, work orders, purchasing, payroll support, vendor coordination, reporting, and communication while assisting Engineering leadership in maintaining an efficient and well-organized operation.

Position Requirements

Key Responsibilities

Administrative & Office Management

• Manage daily administrative functions of the Engineering office
• Maintain departmental files, records, contracts, permits, warranties, and documentation
• Prepare reports, correspondence, spreadsheets, and other departmental documents
• Coordinate meetings, schedules, communications, and special projects
• Maintain confidentiality of employee, vendor, and property information

Work Orders & Maintenance

• Monitor and maintain the Engineering work-order system
• Track outstanding work orders and follow up on completion
• Assist with preventive maintenance schedules and records
• Maintain documentation for repairs, inspections, equipment, and service history

Purchasing & Inventory

• Process purchase orders, requisitions, invoices, and related documentation
• Coordinate with Purchasing, Accounts Payable, and vendors
• Obtain quotes and assist with purchasing decisions
• Track Engineering supplies, parts, equipment, and inventory
• Maintain vendor contracts, service agreements, and recurring orders

Payroll & Employee Support

• Assist with timecard, payroll, scheduling, and attendance processes
• Maintain employee and training records
• Assist with new-hire paperwork and departmental onboarding
• Track required certifications, licenses, and training
• Follow up on employee coaching and performance concerns, and assist with adminstering corrective action in accordance with company policies and procedures.

Vendor & Department Coordination

• Coordinate vendor visits, inspections, repairs, and service calls
• Maintain vendor contacts, insurance documentation, warranties, and service agreements
• Serve as a communication link between Engineering, hotel departments, vendors, and contractors
• Assist with Engineering support for events, inspections, projects, and renovations

Reporting, Safety & Compliance

• Prepare daily, weekly, and monthly Engineering reports
• Assist with budget tracking, expense monitoring, and invoice reconciliation
• Maintain records for inspections, permits, licenses, and certifications
• Support compliance with hotel safety, environmental, fire, OSHA, and company requirements
• Maintain SDS and other required safety documentation

Additional Duties

• Support capital projects, renovations, and special Engineering projects
• Maintain a clean and organized Engineering office
• Maintain proficiency in applicable hotel, work-order, purchasing, payroll, and Microsoft Office systems
• Perform other duties as assigned by Engineering leadership or Executive Management

Requirements

• 2+ years of administrative or office coordination experience preferred
• Previous hotel, engineering, facilities, or maintenance experience preferred
• Strong organizational, communication, and time-management skills
• Proficiency in Microsoft Office, particularly Excel, Word, and Outlook
• Familiarity with hotel and business systems, including UKG Timekeeping, OnTrack, HotSos, Yellow Dog, and OPERA Cloud preferred.
• Experience with purchasing, invoices, payroll, work orders, or vendor coordination preferred
• Strong attention to detail and ability to manage multiple priorities
• Ability to maintain confidentiality and handle sensitive information professionally
• Professional communication skills with employees, management, vendors, contractors, and guests
• Ability to work independently in a fast-paced hospitality environment

Full-Time/Part-Time Full-Time

Shift Days

Number of Openings 1

Exempt/Non-Exempt Exempt

Req Number ENG-26-00002

EOE Statement We are an equal employment opportunity employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, national origin, disability status, protected veteran status or any other characteristic protected by law.

This position is currently accepting applications.