Engineering & Purchasing Administrative Assistant - Full Time

Destination by Hyatt; Hawaii; On-site; USD 42,000 - 52,000; Full time

Job summary

Hana-Maui Resort is seeking an Engineering & Purchasing Administrative Assistant to support daily operations for the Engineering and Purchasing teams. The role includes handling purchase orders, processing invoices and payroll, maintaining records, and serving as a key liaison with vendors and contractors in a fast-paced hospitality setting.

The position requires strong organizational skills, attention to detail, and the ability to manage multiple priorities while delivering exceptional service

Qualifications

• Previous administrative experience in hospitality, engineering, purchasing, or a related field preferred.
• Strong organizational and time-management skills with attention to detail.

Responsibilities

• Provide administrative support to the Director of Engineering and the Engineering & Purchasing teams.
• Create, issue, and maintain purchase orders per Hyatt standards.
• Process, reconcile, and code invoices for timely payments.
• Maintain inventory levels by ordering engineering and maintenance supplies.
• Assist with payroll timecards and payroll corrections as needed.
• Coordinate contractor scheduling, work orders, and departmental meetings.

Skills

Administrative support

Purchasing

Vendor management

Payroll processing

Microsoft Office Suite

HotSOS

Tools

Microsoft Office Suite

HotSOS

Job description

Organization- Hana-Maui Resort

Summary

At Hyatt, we believe our guests choose us because of our caring and attentive colleagues who are dedicated to delivering exceptional experiences. The Engineering & Purchasing Administrative Assistant plays an integral role in supporting the day-to-day operations of both the Engineering and Purchasing departments by providing comprehensive administrative and operational support. Reporting to the Director of Engineering, this position is responsible for coordinating departmental administrative functions, supporting purchasing and inventory processes, processing payroll and invoices, maintaining accurate records, and serving as a key point of contact for vendors, contractors, and internal departments. This role requires exceptional organizational skills, attention to detail, and the ability to prioritize multiple responsibilities in a fast-paced hospitality environment.

Essential Functions

• Provide administrative support to the Director of Engineering and the Engineering & Purchasing teams.
• Answer departmental telephone calls, emails, and inquiries in a courteous, professional, and timely manner.
• Create, issue, and maintain purchase orders in accordance with Hyatt purchasing standards.
• Process, reconcile, and code invoices while ensuring timely and accurate payment processing.
• Obtain vendor statements and assist in resolving billing discrepancies.
• Maintain appropriate inventory levels by ordering engineering supplies, maintenance materials, office supplies, and other departmental items.
• Verify receipt of incoming products, deliveries, and guest packages, ensuring proper documentation and distribution.
• Assist with monthly inventory counts, reconciliation, and reporting.
• Process departmental payroll, review timecards, and complete payroll corrections as necessary.
• Coordinate contractor scheduling, service appointments, work orders, and departmental meetings.
• Maintain organized filing systems, purchasing records, and departmental documentation.
• Support administrative reporting and other operational projects as assigned.
• Foster positive working relationships with guests, colleagues, vendors, and contractors while providing exceptional customer service.
• Perform additional administrative and operational duties as assigned to support the needs of the Engineering and Purchasing departments.

The hourly rate for this position is $22.00 per hour.

All qualified candidates will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability or protected veteran status.

Qualifications

• Previous administrative experience in hospitality, engineering, purchasing, accounting, or a related field preferred.
• Previous hotel experience preferred.
• Strong organizational, administrative, and time management skills with exceptional attention to detail.
• Excellent verbal and written communication skills.
• Proficiency with Microsoft Office Suite, including Outlook, Word, Excel, and Teams.
• Experience with Hyatt systems such as HotSOS preferred.
• Ability to quickly learn property management, purchasing, and payroll systems.
• Ability to prioritize multiple assignments, meet deadlines, and adapt to changing business needs.
• Strong analytical and problem-solving skills with the ability to work independently and collaboratively.
• Professional demeanor with a positive attitude and a commitment to Hyatt's culture of care and service.
• A genuine desire to provide exceptional service to both internal and external customers.
• Ability to maintain confidentiality when handling payroll, purchasing, and financial information.
• Must be able to work a flexible schedule, including weekends, and holidays, as business demands require.
• Ability to lift, carry, push, and pull up to 50 pounds.