Engineering Operations & Admin 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

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.