Engineering Coordinator

Job description

Pyramid Global Hospitality is a leading hospitality management company with a portfolio of more than 200 hotels and resorts and over 18,000 associates across the United States, Caribbean, and Europe. Our platform includes Benchmark Resorts & Hotels , a collection of distinctive independent properties; Axiom Hospitality , our European hotel management company; and PYRAMIDWORKS , which provides integrated workplace and facilities services. With corporate offices in Boston, The Woodlands, Texas, and London, Pyramid combines global scale with a hands-on approach focused on exceptional service, operational excellence, and long-term partnerships. At Pyramid, our people are at the heart of everything we do. We are committed to creating an environment where associates are respected, supported, and empowered to grow their careers. Team members have the opportunity to collaborate directly with experienced leaders, take on meaningful stretch assignments, and gain exposure to a diverse portfolio of properties, brands, and markets. Whether you are beginning your hospitality career or bringing years of experience, you'll find opportunities to learn, develop, and make an impact. Our commitment to associates, guests, owners, and the communities we serve has helped make Pyramid and our properties among the most recognized in hospitality. From being named among the best places to work by respected publications such as USA Today, The Boston Globe, and The Houston Chronicle to earning top travel accolades from Travel + Leisure, Condé Nast Traveler, Forbes Travel Guide, and U.S. News & World Report, these recognitions reflect the culture, service excellence, and commitment to people that define the Pyramid experience. About our property: Currently undergoing the most significant transformation in its nearly four-decade history, Signia Hilton Naples Grande Beach Resort is being reimagined through a comprehensive resort-wide renovation set to redefine the guest experience. Updates will introduce redesigned guest rooms and suites, vibrant culinary offerings, destination-inspired experiences, premium wellness amenities, dynamic social and gathering spaces that encourage guest connection, along with Signia Hilton's warm, anticipatory service. Naples Grande Beach Resort is Set among lush mangrove forests on Florida’s Paradise Coast; Naples Grande Beach Resort is a 474-room retreat offering direct access to three miles of white sand beach. The iconic resort is currently undergoing a transformative, property-wide revitalization that will debut in early 2027, ushering in a new era of modern coastal luxury. The comprehensive reimagination will refresh guest accommodations, dining venues, public spaces and select meetings and event offerings while honoring the timeless beauty and the natural surroundings of Naples. The resort features more than 88,000 square feet of indoor and outdoor meeting and event space, multiple dining outlets and a full-service spa, making it a premier destination for leisure travelers, groups and special events. Whether you are just starting your career or looking to advance in the hospitality industry, we have opportunities for individuals at all levels of experience. Joining our team means becoming part of a close-knit community that values teamwork, professionalism, and a passion for delivering outstanding service. We provide attractive benefits and comprehensive training programs to ensure that our employees have the skills and knowledge needed to excel in their roles. If you are a dedicated and enthusiastic individual with a passion for hospitality, we invite you to explore the exciting career opportunities available at Naples Grande Beach Resort. Take the first step towards a rewarding career by applying today. What you will have an opportunity to do: Main Duties: Provides administrative, organizational, and operational support to the resort’s Engineering and Maintenance Department. This position is responsible for maintaining accurate records, coordinating work orders and preventive maintenance activities, assisting with purchasing and inventory control, processing invoices, coordinating vendors and contractors, and supporting the Engineering leadership team with daily administrative functions. The Engineering Administrative Assistant plays an important role in ensuring that maintenance requests are properly documented, assigned, tracked, and completed while maintaining accurate records of equipment, inspections, repairs, preventive maintenance, and regulatory requirements. The ideal candidate is highly organized, detail-oriented, responsive, and comfortable working in a fast-paced resort environment where priorities can change quickly. Essential Duties and Responsibilities · Provide daily administrative support to the Director of Engineering, Chief Engineer, Engineering Supervisors, and Maintenance team. · Answer and respond to telephone calls, emails, radio communications, and internal requests directed to the Engineering Department. · Prepare correspondence, reports, spreadsheets, schedules, forms, and other departmental documents. · Maintain organized electronic and physical Engineering files. · Schedule meetings, inspections, vendor visits, preventive maintenance activities, and contractor appointments. · Prepare daily, weekly, and monthly Engineering reports as requested. · Maintain department calendars and communicate schedule changes to appropriate team members. · Assist with departmental communications and distribution of Engineering notices. Work Order Management · Enter, assign, update, monitor, and close maintenance work orders · Receive maintenance requests from guest rooms, Front Desk, Housekeeping, Food & Beverage, Recreation, and other resort departments. · Ensure work orders contain accurate descriptions, locations, priorities, dates, and completion information. · Monitor outstanding work orders and follow up with Engineering personnel regarding overdue or high-priority requests. · Track preventive maintenance work orders and assist supervisors in ensuring scheduled PMs are completed on time. · Generate work-order reports and maintenance performance reports for Engineering management. · Maintain accurate records of equipment repairs, parts used, labor, vendor service, and recurring maintenance issues. · Identify recurring work orders or maintenance issues and bring them to management’s attention. Purchasing & Inventory Support · Prepare purchase orders and requisitions for Engineering parts, tools, equipment, supplies, and services. · Obtain pricing and availability from approved vendors when requested. · Assist Engineering management by comparing vendor quotes and preparing purchasing documentation. · Track purchase orders from request through delivery. · Receive invoices, packing slips, and related purchasing documentation. · Assist with maintaining accurate Engineering inventory records. · Monitor inventory levels for frequently used parts, supplies, tools, filters, lubricants, and maintenance materials. · Assist with periodic inventory counts and reconciliation. · Ensure purchases are properly coded and allocated to the appropriate department, cost center, project, or equipment. Vendor & Contractor Coordination · Schedule and coordinate service calls, inspections, repairs, and preventive maintenance with outside contractors. · Maintain current vendor and contractor contact information. · Coordinate contractor access to the property with Security and other departments when required. · Confirm contractor arrival times and communicate schedules to Engineering management. · Track open vendor work orders and outstanding service issues. · Obtain and organize service reports, proposals, estimates, invoices, and warranties. · Assist with coordinating major projects and contractor activities throughout the resort. Maintenance Records & Compliance · Maintain accurate records for resort equipment and building systems. · Organize inspection, testing, certification, and maintenance documentation. · Maintain records related to elevators, fire/life-safety systems, generators, boilers, HVAC equipment, pools, water systems, electrical systems, kitchen equipment, and other critical assets as applicable. · Track expiration dates for permits, inspections, certifications, service contracts, and licenses. · Notify Engineering management of upcoming inspections, renewals, and required services. · Assist with preparation for regulatory inspections, insurance inspections, corporate audits, and internal inspections. · Maintain documentation in accordance with resort policies and applicable regulatory requirements. Payroll & Scheduling Support · Assist Engineering management with timekeeping and payroll-related administrative tasks. · Review employee time records for completeness and accuracy. · Assist with tracking overtime, call-back hours, vacation, sick time, and other approved absences. · Maintain departmental schedules and assist with coverage planning. · Prepare attendance and staffing reports as requested. Guest & Departmental Support · Receive and document maintenance requests involving guest rooms and public areas. · Communicate work-order status to Front Desk, Housekeeping, Guest Services, and other departments when appropriate. · Escalate urgent guest-impacting maintenance issues to the appropriate Engineering supervisor. · Maintain professional and courteous communication with resort guests, employees, vendors, and contractors. · Protect guest privacy and confidential resort information. Projects & Special Assignments · Provide administrative support for renovation, capital improvement, and engineering projects. · Assist with maintaining project schedules, purchase orders, invoices, proposals, and contractor documentation. · Track project-related expenses and documentation. · Prepare project files and status reports for Engineering management. · Assist with coordination of shutdowns, equipment replacements, inspections, and other planned maintenance activities. · Support special projects assigned by the Director of Engineering or Chief Engineer. What are we looking for? High school diploma or equivalent. · 2–3 years of administrative, clerical, hospitality, engineering, maintenance, or related experience preferred. · Strong computer skills, including Microsoft Office or comparable productivity software. · Excellent organizational and time-management skills. · Strong written and verbal communication skills. · Ability to maintain accurate records and manage multiple priorities. · Strong attention to detail and follow-through. · Ability to work professionally with employees, vendors, contractors, and guests. · Ability to handle confidential information appropriately. Preferred Qualifications · Previous administrative experience in a hotel, resort, commercial property, or Engineering/Maintenance Department. · Experience with hotel maintenance/work-order system. · Experience with purchasing, inventory, accounts payable, or invoice processing. · Familiarity with hotel operations and inter-departmental communication. · Experience coordinating contractors and service vendors. · Knowledge of basic building systems and maintenance terminology. · Experience with Microsoft Excel, including spreadsheets, sorting, filtering, and basic formulas. · Bilingual skills are a plus. Physical Requirements The Engineering Administrative Assistant primarily performs office-based duties but may be required to move throughout the resort to support Engineering operations. The position may require: · Sitting and working at a computer for extended periods. · Walking through a large resort property. · Occasional standing, bending, reaching, and climbing stairs. · Occasional lifting or carrying of files, office supplies, small equipment, or maintenance documentation. · Working occasionally in mechanical rooms, storage areas, or other Engineering spaces. · Exposure to outdoor weather conditions when visiting resort facilities or coordinating maintenance activities. Compensation: - Pyramid Global Hospitality is an equal opportunity employer. We celebrate diversity and are committed to creating an inclusive environment for all employees. Actual compensation packages are based on a wide array of factors unique to each candidate, including but not limited to skill set, years & depth of experience, certifications and specific office location. This may differ in other locations due to cost of labor considerations.