Engineering Coordinator

Duties/Responsibilities: Serve as the primary administrative liaison for the Engineering Department, ensuring effective communication between team members, vendors, and other departments. Coordinate and respond promptly to maintenance requests, guest service calls, and internal work orders; dispatch assignments to engineering employees using radio, telephone, or digital systems.

Maintain and update the work order management system, ensuring all requests are logged, prioritized, and completed in a timely manner. Assist with scheduling, evaluating, and coordinating engineering staff activities; maintain attendance and payroll reports, including overtime tracking. Maintain and organize all departmental files, records, reports, and documentation, including maintenance logs, inspection certificates, and compliance records.

Prepare weekly, monthly, and annual reports for management review. Create and process engineering purchase requisitions, track orders, and verify receipts of goods and services for accuracy and quality. Maintain vendor records, purchase order logs, and expense tracking for budget monitoring. Assist in preparing the annual engineering operations and capital expenditure budget.

Conduct regular inventory checks and ensure adequate stock of essential materials and maintenance supplies. Research and obtain competitive bids for materials, equipment, and service contracts to ensure optimal cost efficiency. Work closely with the accounting department to reconcile invoices, resolve discrepancies, and ensure timely payments.

Serve as the central contact for all incoming departmental communications, including guest and staff requests, vendor and service inquiries. Support the Director of Engineering in coordinating special projects, capital works, and preventive maintenance programs. Maintain up-to-date emergency contact lists, departmental schedules, and inspection schedules.

Prepare correspondence, templates, and reports using Microsoft Word, Excel, and departmental software systems. Provide professional, courteous service to guests and colleagues at all times, ensuring a smooth and efficient engineering operation that supports overall guest satisfaction. Support the enforcement of resort safety policies, including proper chemical handling, hazard control, and personal protective equipment (PPE) compliance.

Coordinate the removal and proper disposal of hazardous and biohazardous materials as required by local regulations. Ensure the engineering office and workspaces remain organized, clean, and representative of a luxury resort environment. Participate in emergency procedures and assist in maintaining readiness for weather-related or operational emergencies.

Promote teamwork and effective communication across the Engineering Department and other departments. Perform other duties as assigned by the Director of Engineering to support departmental and resort goals. Essential Traits: Strong organizational skills with meticulous attention to detail. Exceptional communication and interpersonal skills.

High level of discretion, integrity, and professionalism. Proactive, self-motivated, and capable of managing multiple priorities. Collaborative and positive attitude; committed to service excellence. Dependable and adaptable to a dynamic resort environment. The ability to manage responsibilities with minimal supervision Specific Technical / General Minimum of 3 years’ experience in engineering, administration or resort operations.

Strong computer skills, including proficiency in Microsoft Office Suite (Word, Excel, Outlook) ; experience with maintenance management software preferred. Knowledge of inventory control, purchasing systems, and vendor management. Understanding of basic accounting and budgeting procedures. Familiarity with building systems and maintenance operations an asset.

Excellent organizational and record-keeping skills. Must possess strong written and verbal communication skills. Ability to multitask in a fast-paced, high-standard environment. Demonstrated ability to work independently and take initiative with minimal supervision. Ability to stand or sit for extended periods and lift up to 50 pounds occasionally.