Engineering Administrative Supervisor

Posted Date 02 Nov 2023



Experience Icon Experience 1 Years Salary Salary 2000PKR
Job Type Icon Job Type Full Time Company Company Rosewood Hotel Group
Job Category Icon Job Category Administration Qualification Icon Qualification Matric
Gender IconGender Both Date Last Date 31 Jan
Vacancies IconVacancies 1 Remote IconRemote No
Location Location(s) Abu Dhabi , United Arab Emirates

Description Job Description


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.
  • 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.
  • 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.
  • Offer⠀lateral⠀service to⠀internal⠀/external⠀customer⠀when⠀available.

QUALIFICATIONS:

  • Experience: Minimum one years’ experience as a Coordinator at a 5 star hotel.
  • Education: High school diploma; professional certification preferred.
  • Technical Skills: Proficiency with Microsoft Office products;
  • Language: Required to speak, read and write English, with fluency.


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