Engineering Administrative Assistant

Are you outgoing, energetic, passionate, and authentic? Enchantment Resort and Mii amo Spa is the perfect spot for you!

At Enchantment, we work together to create and deliver extraordinary experience for all guests and team members here at the resort. Our culture is fast-paced, collaborative, inclusive, engaging, and we have one of the best views you’ll ever find! Come join us!

How you will enjoy your day: Perform all aspects of Administration, including general office duties and coordination for Engineering and Landscaping Departments under the direction of the Director of Engineering

Work Performed

• Maintain confidentiality, use discretion, and execute independent decision making and judgment
• Prioritize daily workloads for Engineering Department, including emergency calls for maintenance throughout the Resort and Seven Canyons
• Provide typing, filing and office support for the Engineering Department
• Maintain phone contact with all internal departments and outside vendors
• Act as a go-to person on projects to ensure coordination and follow through as necessary
• Process all maintenance work orders and routes appropriate related items to proper areas and outside vendors as necessary
• Create various forms for Engineering Department
• Handle distribution of all correspondence, reports and mail
• Set appointments for the Director of Engineering
• Perform, solicit and prepare bids for construction and capital projects for the approval of the department
• Coordinate and attend department meetings and provide meeting minutes
• Follow up and verify with Director of Engineering and Project Manager for comp0letion of work from outside vendor projects including coding and authorization of invoices for payment
• Prepare and rout for approval all Engineering purchase requisitions and order all supplies, parts, equipment and property signs for Enchantment, Seven Canyons, HOA, Owner Billing, WTP, Bent River Apartments, and water companies.
• Work with vendors and Accounting Department to set up credit accounts with outside vendors for department
• Monitor, make corrections, and approve timecards as well as verify all PAFs are completed and processed every pay period
• Handle all company telecommunications inclu8ding ordering and reconciling invoices for two-way radios, cell phones and pagers
• Receive shipments of ordered supplies and parts
• Monitor Engineering budget daily and advise Director of Engineering of budget status
• Analyze data and report maintenance tracts for billing to HOA Manager and Accounting for labor hours, materials and equipment to be charged to the HOA, Home Owners and Seven Canyons
• Prepare and provide project billing report for Accounting Department
• Contact outside vendors for repairs and maintenance for Enchantment, Mii amo and homeowners
• Make reservations for Engineering Department for state certifications, workshops and training seminars including lodging and transportation
• Compile and maintain resort vehicle fuel and oil cost reporting
• Prepare and provide all necessary documentation for monthly P&L reporting meeting
• Provide forecasting information fo hourly payroll forecast report
• Compile and prepare guest survey scores for presentation at operations meetings
• Handle homeowner calls and resolve issues with Engineering team
• Other duties as assigned
  
  

Supervision Exercised: None

Supervision Received: Director of Engineering

Minimum Requirements

High school education or equivalent. Some college preferred. Must have several years office experience, basic accounting experience, supervisory skills and hotel/resort experience preferred. Must have strong organizational skills, excellent written and verbal communication skills and be able to perform and prioritize multiple tasks with ease. Strong computer skills required including Word and Excel. Safety sensitive position.

Physical Requirements

Lifting up to 50 pounds

85% Sitting

15% Walking, standing, bending and climbing.

Hearing and manual dexterity

Distance vision 1-3 feet