Engineering Administrative Assistant

Property Description

Newport Harbor Island Resort presents an exciting opportunity for job applicants looking to join a premier resort destination in Newport, Rhode Island. Our resort offers a picturesque location overlooking the stunning Newport Harbor, providing a unique and captivating experience for our guests. As a team member, you will have the opportunity to work in a beautiful and tranquil setting, delivering exceptional service and creating unforgettable memories for our guests.

With opportunities for career growth, ongoing training, and a supportive work culture, Newport Harbor Island Resort is the perfect place to further your hospitality career. Join our team of dedicated professionals and be a part of our commitment to providing unparalleled guest experiences in one of New England's most sought-after destinations.

The Engineering Administrative Assistant provides administrative and operational support to the Engineering department, helping ensure the team stays organized, responsive, and efficient. This position is responsible for coordinating work orders, maintaining department records, assisting with purchasing and invoices, managing schedules and communications, and supporting the Engineering leadership team with day-to-day administrative needs.

The ideal candidate is highly organized, detail-oriented, dependable, and comfortable working in a fast-paced hotel environment where priorities can change quickly.

• Provide daily administrative support to the Director of Engineering and Engineering team
• Monitor, organize, and follow up on engineering work orders and maintenance requests
• Assist with tracking preventive maintenance schedules and ensuring documentation is maintained
• Maintain accurate Engineering department files, logs, records, and reports
• Assist with ordering supplies, parts, tools, and other department materials
• Receive, organize, and process invoices, purchase orders, and related documentation
• Communicate with vendors regarding orders, deliveries, invoices, and service appointments
• Maintain vendor contact information and department records
• Assist with scheduling outside contractors and service providers
• Prepare correspondence, reports, spreadsheets, meeting notes, and other documents as needed
• Assist with maintaining inventory records and monitoring supply levels
• Coordinate department meetings and distribute information to Engineering team members
• Track certifications, inspections, permits, licenses, and other required documentation as assigned
• Assist with hotel inspections and compliance documentation
• Maintain confidentiality of departmental and company information
• Communicate effectively with all hotel departments regarding maintenance requests and operational needs
• Assist with special projects and administrative tasks as assigned by Engineering leadership
• Promote a safe work environment and follow all hotel safety policies and procedures
• Maintain a professional and positive working relationship with team members, guests, vendors, and leadership

• Previous administrative, clerical, or office experience preferred
• Previous hotel, resort, facilities, or engineering department experience is a plus
• Strong organizational and time-management skills
• Excellent attention to detail and follow-through
• Strong written and verbal communication skills
• Proficiency with Microsoft Office, including Word and Excel
• Ability to learn and utilize hotel maintenance/work-order and purchasing systems
• Ability to prioritize multiple tasks in a fast-paced environment
• Professional demeanor and excellent customer service skills
• Ability to work independently while also supporting a team
• Must be dependable and able to maintain accurate records

Davidson Hospitality Group is an award-winning, full-service hospitality management company overseeing hotels, restaurants, dining and entertainment venues across the US. A trusted partner and preferred operator for Hilton, Hyatt, Kimpton, Marriott, and Margaritaville, Davidson offers a unique entrepreneurial management style and owners’ mentality that provides the individualized personal service of a small company, enhanced by…