Engineering Administrative Assistant - Full Time

Job Description

Job Description

POSITION PURPOSE :

Provides the Engineering Department with administrative support including, typing, filing, answering telephones, taking messages, maintaining appointment calendar, and other general office duties.

EXAMPLE OF DUTIES :

ESSENTIAL FUNCTIONS :

• Coordinate all clerical, project and administrative procedures within the Engineering Department.
• Coordinate and respond to telephone requests from guests and general work requests, direct and dispatch work assignments to engineering craft workers via telephone and paging system; maintain work order request board and return completed work orders to respective originating departments; distribute among engineering staff resume requests from Catering and Convention Services departments.
• Maintain certain inventory and supplies of engineering department used to effect operation of entire hotel; maintain records and file on all mandatory systems, such as preventive maintenance, work requests, fire brigade logs, company truck, etc.; maintain and disperse petty cash used for cash purchases of materials, freight charges, etc.
• Process requisition orders and distribute paperwork to accounts payable and requesting department; receive orders for exhibit services (electrical power, stage lighting, banners, etc.) for upcoming conventions and meetings, post payment and forward necessary paperwork to accounting.
• Manage daily and weekly payroll and overtime reports for entire staff, including recognizing and recording appropriate time to be charged to other departments.
• Solicit pricing and bid information from vendors for storeroom items, departmental supplies and certain major projects; correspond with vendors regarding pricing and delivery of needed materials and parts and assist in set up of credit for new vendors.
• Initiate and coordinate purchasing of materials and supplies for the maintenance and construction of certain projects handled by Engineering within entire hotel; set up and maintain expense tracking logs according to department codes; tabulate weekly and submit monthly report to controller's office.
• Clerical and administrative duties for projects.
• Type monthly energy reports and engineering file.
• Set up and / or conduct meetings for department (standards, safety training, etc.); prepare fire emergency letters for Pre-Con meetings according to group name / title.
• Set up purchase orders for service companies where continuous services are needed.

SUPPORTIVE FUNCTIONS :

In addition to performance of the essential functions, this position may be required to perform a combination of the following supportive functions, with the percentage of time performing each function to be solely determined by the supervisor based upon the particular requirements of the company.

PHYSICAL REQUIREMENTS :

Frequency Key : Never – 0 hours; Rare – up to 1 hour; Occasional – 1-3 hours; Frequent – 3-6 hours; Constant – 6-8 hours

Physical Activity Frequency

Sitting Frequent

Walking Occasional

Climbing stairs Rare

Crouching / Bending / Stooping Occasional

Reaching Occasional

Grasping Occasional

Pushing / Pulling Rare

Near Vision Frequent

Far Vision Frequent

Hearing Frequent

Talking Frequent

Smell Rare

Lifting / Carrying(# lbs) Occasional – 20 lbs.

Travel Rare

OTHER DUTIES :

Assimilate into The Trump National Doral Miami Cultural Foundation through understanding, supporting and participating in all elements of the Trump Cornerstones. Demonstrate working knowledge of the service standards.

Regular attendance in conformance with the standards, which may be established by Trump National Doral Miami from time to time, is essential to the successful performance of this position. Due to the cyclical nature of the hospitality industry, associates may be required to work varying schedules to reflect the business needs of the resort.

SAFETY REQUIREMENTS :

Personal Protective Equipment (PPE) may be required when performing work duties that may have the potential of risk to your health or safety. The resort will provide the required PPE. Associates will be trained in the proper use and care of any assigned PPE. It is your responsibility to report defective, damaged or lost PPE, or equipment that does not fit properly, to your Leader.

SPECIFIC JOB KNOWLEDGE, SKILL AND ABILITY :

The individual must possess the following knowledge, skills and abilities and be able to explain and demonstrate that he or she can perform the essential functions of the job, with or without reasonable accommodation.

QUALIFICATION STANDARDS :

Education :

High school or equivalent education required.

Experience :

Must have prior experience or training in Microsoft Word and Excel. Minimum two years office experience as an Administrative Assistant required, preferably in an engineering department.

LICENSES OR CERTIFICATES :

None.

GROOMING / UNIFORMS :

All associates must maintain a neat, clean and well-groomed appearance. Specific uniform guidelines and / or required articles of clothing will be explained to you as a part of the orientation process.

Trump National Doral Miami participates in the federal E-Verify program, an electronic system that verifies employment authorization in the United States by comparing information from an employee’s Form I-9, Employment Eligibility Verification, with government databases. The company uses E-Verify only after an employee has accepted a job offer and completed the Form I-9. The company does not use E-Verify to pre-screen job applicants or candidates who have not received a job offer from the company.