RWABU - Engineering Administrative Assistant (UAE National Only)

OVERVIEW/BASIC FUNCTION:

Perform a variety of clerical duties ensuring orderly and timely delivery of materials from vendors; assist in negotiating non-complex contractual arrangements between the Hotel and selected vendors by the Director of Engineering. Perform a variety of clerical and manual tasks involved in maintaining inventory controls to include receiving, verifying and issuing various supplies, materials and equipment

RESPONSIBILITIES:

• Receive and unpack shipments and verify contents against purchase orders and invoices; record receiving reports on merchandise; prepare reports concerning shortages and damaged materials received; record receipt and pricing information on inventory records.
• Write issue tickets when required; record stock issued from stock issue tickets on appropriate inventory records; record stock issue ticket information into computer Inspect all invoices and receiving reports to determine if quantity ordered matches quantity received; review prices, f.o.b. points and payment terms to ensure agreement with purchase order and dispose of discrepancies. 6. At month end an accrual list id developed for only received items and services and submitted to accounting
• Maintain interface with vendors to ensure the procurement of high-quality merchandise, expedient delivery, and dependable service at optimum price, referring problems involving deliveries or invoices to the buyer for resolution.
• Assist in negotiating non-complex contractual arrangements between the Engineering Department and selected vendors; place purchases orders and handle in accordance with accounting practices of the hotel.
• Assist in analyses of markets to determine vendor sources and product availability; keep abreast of market fluctuations affecting prices; inform purchaser of new product development.
• Operates computer for monitoring and maintaining the parts inventory control record system; maintains bar coding on all parts and part bins using available inventory software if applicable.
• Prepare and process various forms involving change orders, exception reports, bid requests, and other buying procedures; price requisitions as required.
• Perform secretarial work to assist and relieve supervisor of clerical duties; take and transcribe dictation, screen mail and compose correspondence based on general instruction.
• Maintain clean and orderly conditions in assigned work area.
• Assist Director of Engineering in preparing administrative reports, budgets, etc. as required.
• Effectively communicates with associates in verbal or written form, listens and observes to ensure compression and keeps associates well informed.
• Participate in departmental and hotel problem solving teams during weekly and monthly core meetings
• Screen and route mail and documents; determine which to respond to or which to bring to Director's attention based on content of communication and broad knowledge of departmental programs and activities.
• Contact persons outside of the engineering department when appropriate, such as vendors, ladies & gentleman to obtain information.
• Organize and maintain divisional or departmental files of records, reports and correspondence required for reference and efficient operation of division or department; maintain up-to-date management and procedural manuals, directives and related records; interpret new directives, policies and regulations and inform appropriate personnel of changes.
• Assist in preparing complex reports and proposals requiring the identification of sources, compilation, analysis and evaluation of data.
• Review reports received for supervisor; check and compare with source documents and bring significant items, changes, errors or omissions to the attention of the supervisor.
• Assist in the preparation of complex and diversified departmental or divisional budgets making recommendations and projections based on knowledge of program activities and departmental operations.
• Compose letters and statements independently requiring interpretation and application of departmental policies, procedures, rules and regulations.
• Schedule and coordinate arrangements for seminars and conferences and establish appointments, meetings and speaking engagements for the Director; attend meetings to take minutes, provide information and serve as a resource person; interview callers; answer questions concerning departmental activities and transmit instructions and/or information to and from associates members; serve as liaison with administrative personnel and external agencies concerning Engineer Department policies and procedures.
• Greet callers and assist them with general problems or complaints.
• Advise every engineer lady & gentlemen in the department; make and assign work assignments and review work for accuracy and completeness.
• Assign Preventive Maintenance Work Orders and review work for accuracy and completeness.
• Successfully complete Training Certification Process and review all departmental safety information (i.e. MSDS's), practice emergency procedures in compliance with hotel company standards. Reacts and assist in hotel emergency situation as needed.
• Understand and practice hotel emergency fire procedures.
• Offer lateral service to internal /external customer when available.
• Before end of shift check with co- workers to see if they need additional assistance.
• Learn, understand, and energize the Rosewood Philosophy and Standards.
• Prepare the duty roster for the Engineering department based on the availability of the engineers.
• Revise the Oasys record.
• Maintain and update records for Annual Leave and Public Holidays within the department.
• Ensure the daily Banquet Event Order (BEO) is updated in the BMS office.
• Weekly updates to the Ladder checklist in collaboration with the engineering team.
• Provide a monthly update on the status of open Purchase Orders and send this information to the Purchasing department at the end of each month.
• Create presentations for the monthly Engineering department meetings and organize these meetings each month.
• At the end of each month, update the minutes from the monthly department meetings and distribute them to T&C.
• Monthly updates to the Thank You card records and submission to T&C.
• Select the Monthly Engineering Department Ambassador based on performance, in coordination with the DOE, Manager, and Supervisors.
• Update the Trust You and Sentiment reports prior to each weekly meeting.
• Collect invoices for the Annual Maintenance Contract (AMC) and remind all suppliers to submit their invoices by the 25th of each month.
• Organize and coordinate with casual staff to assist the engineering department.
• Prepare all necessary documentation for Capex projects to obtain Owner approval.
• Review the monthly forecast and notify the DOE of any necessary adjustments.
• Sustainability & net zero reporting as per HQ guide lines.
• Obtain the form from security and complete the Property Removal Pass for the removal of external materials from RWAD. Ensure the form is signed by the DOE or Manager.
• Cash Expenses - Cash is utilized for emergency purchases that have been authorized by the DOE.
• Each month, the cash expenses are reconciled with a physical cash check conducted by the Finance department.