Engineering Office Coordinator

Temps plein

Severin Hotel

Ideally located in the heart of downtown Indianapolis, the four-diamond Omni Severin Hotel stands as the citys longest running luxury hotel and a beautifully restored piece of the citys history. The hotel elegantly combines the grandeur of the early 1900s with the modern amenities and superior service of today, and offers memorable experiences that are within walking distance to many leisure, business and cultural attractions.

Associates at the Omni Severin Hotel enjoy a safe and nurturing environment where anything is possible to make their career with Omni Hotels a reality. The pride in our associates, the engagement of our guests and the spirit of Hoosier Hospitality are just a few examples of why we are the employer of choice in the Indianapolis area. If you are a people pleaser, self motivated, and live to serve others, the Omni Severin Hotel is the hotel for you.

To ensure that the hotel guest, associates, and hotel property are maintained in a safe and secure environment

• Answer phones and take messages for Director of Engineering.
• Maintain Certificates of insurance - All contractors are required to have liability insurance. Their certificate of insurance is checked to see they obtain the required amount of liability insurance & kept on file for audit. A copy is inserted in the contracts notebook.
• Maintain files and records with effective filing systems.
• Monitor office supplies and inventory, and place orders.
• Ensure timely entry and complete follow through of all purchases related to engineering and /or engineering related projects.
• Submit track capital purchase requests for all projects related to the property
• Assist all departments through completion and submission of PEA form for major planned maintenance, capital request emergency maintenance, etc.
• Maintain all SOP and life safety manuals for engineering department.
• Track out of order rooms and place in service/out of service when necessary.
• Maintain contact with front office and reservations as necessary to ensure all teams are aware of room availability.
• Request and create contractor room requests as needed to ensure contract work is completed in a timely manner.
• Maintain annual oversee vendor contracts.
• Order new replacement uniforms on a as needed basis.
• Assume administrative duties in accordance with changing requirements.
• Be familiar with Omni fire alarm procedures and other emergencies.
• Keep calendar for Director of Engineering and schedule meetings accordingly, and assist the director in the day-to-day operation of the Mechanical Engineering Department.
• Enter new orders in Birchstreet, receive materials, process invoices against purchase orders, send originals to accounting, and ensure all POs and RFIs are completed
• Coordinate activities of Engineering staff through work assignments in cooperation with other Engineering management staff.
• Follow office work-flowprocedures to ensure maximum efficiency.
• Gathers and organizes all materials for End of Month reports including checkbook audits and CARE completion reports.
• Open and close work request in Synergy.
• Move, bend, lift, carry, push, pull, and place objects of moderate to heavy weight without assistance. Stand or walk for an extended period or for an entire work shift.

• Able to deliver and communicate to diverse crowd of associates.
• The ability to work in a fast-paced high-pressure work environment while executing delegated tasks and assignment.
• Ability to clearly and pleasantly communicate both verbally and in writing in English with guests, management, and co-workers. This includes via email, telephone, and two-way radio.
• Must be able to work independently and successfully complete projects with minimal oversight.
• Prior experience as office coordinator or in a similar role is required.
• Experience in customer service is preferred.
• Outstanding knowledge of Microsoft Office and / or other office software.
• Excellent communication and interpersonal skills.
• Organized with the ability to prioritize and multi-task.
• Reliable with patience and professionalism.

ENVIRONMENT and POSITION ANALYSIS

• Exposed to indoor/outdoor environments and tasks, with hot and cold temperatures while traveling around the property when needed.
• Lift, carry, and place objects weighing up to 50 pounds without assistance and push/ pull objects weighing up to 50 pounds without assistance.
• Exposure to various hazardous chemicals.

TOOLS/EQUIPMENT

• Desktop computer (Windows, Microsoft Office), printer, telephone, fax, copier, two-way radio, to include other office supplies and equipment