Administrative Coordinator

Position Summary

The Facilities Administrative Coordinator provides administrative support to both the Housekeeping and Engineering departments. This position is responsible for maintaining departmental records, coordinating work orders, tracking inventory, processing invoices, managing communication between departments, and ensuring accurate documentation and reporting. The role serves as a key liaison between Housekeeping, Engineering, Front Office, and other hotel departments to help maintain operational efficiency and guest satisfaction.

Housekeeping Administrative Functions

• Answer departmental phones and respond to housekeeping requests in a professional and timely manner.
• Maintain housekeeping records, reports, and filing systems.
• Track room status updates and communicate with Front Office regarding guest room readiness.
• Update daily housekeeping assignments and distribute key reports.
• Monitor and maintain housekeeping supply inventories.
• Process purchase orders and departmental invoices.
• Prepare daily, weekly, and monthly housekeeping reports.
• Maintain lost and found records according to hotel policies.
• Support training documentation and employee record maintenance.

The Facilities Administrative Coordinator provides administrative support to both the Housekeeping and Engineering departments. This position is responsible for maintaining departmental records, coordinating work orders, tracking inventory, processing invoices, managing communication between departments, and ensuring accurate documentation and reporting. The role serves as a key liaison between Housekeeping, Engineering, Front Office, and other hotel departments to help maintain operational efficiency and guest satisfaction.

Housekeeping Administrative Functions

• Answer departmental phones and respond to housekeeping requests in a professional and timely manner.
• Maintain housekeeping records, reports, and filing systems.
• Track room status updates and communicate with Front Office regarding guest room readiness.
• Update daily housekeeping assignments and distribute key reports.
• Monitor and maintain housekeeping supply inventories.
• Process purchase orders and departmental invoices.
• Prepare daily, weekly, and monthly housekeeping reports.
• Maintain lost and found records according to hotel policies.
• Support training documentation and employee record maintenance.

• Receive, enter, and track maintenance work orders through the hotel maintenance management system.
• Coordinate service requests between Engineering, Front Office, Housekeeping, and other departments.
• Maintain engineering preventative maintenance schedules and related documentation.
• Track vendor contracts, permits, licenses, inspections, and compliance records.
• Process engineering invoices, purchase requests, and equipment orders.
• Maintain equipment logs, repair histories, and warranty documentation.
• Assist in preparing expense tracking reports.
• Coordinate scheduling for contractors and service providers.
• Prepare reports on maintenance activities, equipment downtime, and project progress.

• Maintain accurate electronic and physical filing systems.
• Operate office equipment including computers, printers, copiers, and fax machines.
• Prepare correspondence, spreadsheets, reports, and presentations as needed.
• Handle confidential information with discretion.
• Support special projects and departmental initiatives.
• Ensure compliance with hotel policies, safety standards, and brand requirements.
• Foster positive working relationships with team members and guests.

Education:

High school diploma or equivalent required. Associate degree in…