Engineering Administrative Supervisor

Posted Date 02 Nov 2023

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

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.