Engineering Administrator

( 17078 )

Rare Finds is a diverse collection of resorts celebrating the individuality and unique identity of a destination, with a distinct ability to captivate the imagination, and bring to the forefront the essence of a place.

Authentic and captivating, Bab Al Shams Desert Resort is a truly magical destination, where expertly curated itineraries and bespoke entertainment are the beating heart of our legendary desert-based destination. Part of our unique Rare Finds collection, the essence of Bab Al Shams joins our guests together to discover the most soulful experiences and humbling journeys, set against Dubai’s endless dunes and rich culture.

About The Role

• Provides administrative assistance to the Director of Engineering, the Engineering Manager, and the Engineering team.
• Coordinates the activities of the department in matters pertaining to appointments, transportation, mail, and other general affairs.
• Responsible for setting an example for other colleagues to emulate, regarding items such as dress, appearance, manners, and office decorum.
• Maintain all employee files and records in the respective department.
• Ensures Time & Attendance records for payroll process.
  
  

• To schedule appointments and maintain a calendar for the HOD.
• Take minutes of major meetings, as may be required by the HOD.
• Arranges business itineraries and coordinates HOD’s travel requirements.
• Sorts and furnishes incoming mails and documents for the HOD and attaches the appropriate file to facilitate necessary action, determines routing, signature required, and maintains follow-up.
• Receives incoming calls for the HOD and takes messages as appropriate.
• Prepares communication outlined by HOD in oral or written directions.
• Maintains filing or records management system and other office flow procedures.
• To coordinate with Division Heads on meeting deadlines per HOD’s directions.
• Acts as an administration consultant to staff on certain issues.
• Handles and distributes all incoming correspondence related to the respective department.
• Maintains a comprehensive filing system for the respective department.
• Receives incoming telephone calls.
• Arranges the appointments schedule for the HOD and reminds her/him accordingly.
• Attends and takes minutes and notes from departmental meetings.
• Brings urgent matters to the attention of HOD.
• Maintains a daily bring-up system.
• Maintains accurate annual leave schedules/records of the respective department.
• Sorts and compiles monthly attendance records for the division on time.
• Maintains a clean and orderly office environment.
• Prepares outgoing correspondence for the HOD and, when necessary.
• Prepares computer spreadsheet reports as required.
• Assumes any other duties as required by the HOD or in her/his absence.
• Involves, encourages, and supports all the employee engagement activities in the hotel.
• Monitor & control engineering-related store activity and strictly adhere to store procedures and policies in the absence of the storekeeper.
• Follow up with procurement in regards of pending PRs related to work orders as well as the stores inventory items
• Proceed with all planned preventive maintenance and guest room servicing procedures, follow up on completion, and provide feedback to engineering management and requestor.
• Ensure that the FLS system is up to date and coordinate/facilitate the schedule of the associated tests in the month they are due.
• Conduct appraisals as per HR guidelines if instructed/ required by HOD.
• Performs such other functions as may be delegated by management from time to time.
  
  

• Completed High School
• A diploma would be highly preferable.
• Hotel & Hospitality Management Graduate
• A diploma in any engineering discipline will be preferred
• At least 3 years’ experience in a coordinator or secretarial role, preferably in a 5* Hotel.
• Computer literacy in Microsoft Office to include – Word / Excel / PowerPoint
• Understanding of CMMS
• Expertise in AutoCAD is highly preferred, particularly for effective teamwork and collaboration
• Interpersonal skills
• Organized and disciplined, dedicated and loyal (essential)
• Friendly, pleasant, and easy to be around (essential)
• Work effectively under pressure to meet deadlines (essential)
• Expertise in written and spoken English (essential)
• High level of telephone skills (essential)
• Knowledge of FLS (essential)
• Willing to take personal responsibility for own performance