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Loews Hotels & Co · 12 hours ago

Admin Assistant Engineering

Miami Beach, FL

Full-time

Onsite

New Grad, Entry Level

Loews Hotels & Co is a renowned hotel chain, and they are seeking an Admin Assistant for their Engineering department at the Loews Miami Beach Hotel. This role is responsible for processing communications, coordinating maintenance requests, and assisting engineering management with record-keeping and reporting.

Travel

Responsibilities

Answer phones, take and transmit messages

Greet vendors, suppliers and visitors to the department

Assist, direct subcontract labor, vendors and/or suppliers to the areas needing their attention

Process all Maintenance Requests Work Orders transmitted to department

Maintain completed Maintenance Requests records

Return department copy of all completed Maintenance Requests to initiating department

Maintain departmental ”Activity Board”

Prepare purchase requisitions for all materials necessary to maintain daily operation of department

Upon receipt of approved purchase requisition, prepare purchase order and distribute copies to appropriate parties

Confirm receipt of purchase order by vendor and track progress till received

Receive deliveries/confirm accuracy of shipping invoice by comparison to purchase order

Code incoming invoices with proper departmental codes for Chief Engineer cost allocation

Maintain materials purchase order files for all vendors/suppliers

Maintain/Update departmental “Check Book” / expense log, cross-reference to budgetary guidelines for analysis of operating efficiency. Bring discrepancies to Director and/or Assistant Directors attention as needed

Work with Accounting Department to resolve any problems associated with purchase orders/receiving tickets

Maintain daily attendance and payroll related records to include sign in/out logs, overtime authorization forms, vacation and sick leave records for all departmental employees

Establish and maintain records system to document all departmental employee training activities

Maintain contact information file for all departmental employees

Maintain appointment calendar for Director, track appointments and inform him of scheduled meetings

Prepare daily/weekly payroll record for transmittal to Paymaster

Prepare payroll analysis information for review by Director

Coordinate requests for vacation and vacation schedules, for departmental employees

Coordinate interviews and process new hire paperwork for all department personnel

Track new hire 30 and 90 day check list processes

Process mail for department

Prepare memos and letters for transmittal

Assist Director and Assistant Director in preparation of all required reports

Maintains copies of and completion log for all required reports

Make photocopies when required

Transmit / receive facsimile correspondence as necessary

Maintain active reader file for Director, Chief and Assistants

Maintain equipment preventive maintenance service records

Keep minutes for all departmental meetings

Organize and maintain department file records

Produce/assist in production of all reports generated by department

Maintain listing of all hotel storage areas and their contents, provide information to departments as requested

Maintain MSDS files to conform with OSHA required standards

Other duties as assigned

Promotes applies teamwork skill at all times

Notifies appropriate individual promptly and fully of problems and/or unusual matters of significance

Is polite, friendly, and helpful to guests, management and fellow employees

Attends appropriate hotel meetings and training sessions

Complies with required safety regulations and procedures

Complies with hotel and department standards, policies and rules

Recycles whenever possible

Remains current with hotel information and changes

Complies with hotel uniform and grooming standards

Maintains cleanliness and excellent condition of equipment and work area

Executes emergency procedures in accordance with hotel standards

Qualification

MS-OfficeComputerized Maintenance ManagementEngineering/Maintenance knowledgeTyping/KeyboardingVerbal communicationWritten communicationOrganization skills