Engineering Administrative Assistant

Established in 2000 in Turkey, Rixos pioneers the ‘ALL Inclusive, ALL Exclusive’ concept, inviting guests to discover a world of possibilities, with luxurious stays, inclusive of culinary delights from around the globe, live entertainment, daily sports, and fitness activities, sensorial spa and wellness journeys and fun-filled kids and teens activities. Each Rixos property presents a unique experience inspired by local culture, global influences, and our Turkish heritage, all within a setting of unparalleled luxury.

Job Description

The Engineering Administrative Assistant provides administrative, coordination, and documentation support to the Engineering Department. The role supports the Director of Engineering and engineering team in daily operations, reporting, procurement follow-up, documentation, contractor coordination, and departmental communication. The position requires strong organizational skills, attention to detail, professional communication, and the ability to coordinate effectively with internal departments, contractors, suppliers, and other stakeholders.

Key Responsibilities

Administrative & Department Support

• Provide daily administrative support to the Director of Engineering and Engineering Department.
• Prepare correspondence, reports, presentations, memos, and official departmental documents.
• Maintain organized electronic and physical filing systems for engineering records.
• Manage departmental schedules, meetings, appointments, and follow-ups.
• Prepare meeting agendas and minutes and follow up on assigned action points.
• Coordinate communication between Engineering and other hotel departments.

Engineering Documentation & Reporting

• Maintain records of preventive maintenance, corrective maintenance, inspections, and technical reports.
• Assist in preparing daily, weekly, and monthly Engineering reports.
• Maintain updated records for equipment, assets, warranties, service contracts, certificates, and technical documentation.
• Support documentation related to CMMS and engineering work orders.
• Maintain records of incidents, breakdowns, technical observations, and corrective actions.
• Assist in tracking project, snagging, DLP, and handover documentation when required.

Procurement & Financial Follow-Up

• Prepare and follow up Purchase Requests (PR), Purchase Orders (PO), and engineering material requests.
• Coordinate with Procurement and Finance regarding quotations, approvals, deliveries, and invoices.
• Maintain records of engineering purchases, quotations, invoices, and departmental expenses.
• Follow up with suppliers and contractors regarding pending materials, spare parts, and services.
• Assist the Director of Engineering in tracking departmental CAPEX and OPEX items.

Contractor & Supplier Coordination

• Coordinate appointments, site visits, and access requirements for contractors and suppliers.
• Maintain an updated database of engineering contractors, suppliers, and service providers.
• Follow up on quotations, technical submissions, reports, and completion documents.
• Track contractor attendance, pending works, deadlines, and required documentation.
• Support communication and documentation related to warranty and maintenance agreements.

Compliance & Records

• Maintain Engineering certificates, inspection reports, permits, licenses, and compliance documentation.
• Support documentation related to Civil Defense, Fire & Life Safety, municipality, and other relevant authorities.
• Track expiry dates of certificates, contracts, warranties, and required renewals.
• Ensure Engineering documentation is properly maintained and readily available for audits and inspections.

Qualifications

• Saudi National - Female.
• Diploma or Bachelor's degree in Business Administration, Management, Engineering Administration, or a related field.
• Previous administrative experience is preferred; experience within hospitality, engineering, facilities management, or construction is an advantage.
• Good command of English and Arabic, both written and spoken.
• Strong knowledge of Microsoft Office, particularly Excel, Word, PowerPoint, and Outlook.
• Experience with CMMS, ERP, procurement, or hotel systems is an advantage.

Additional Information

Skills & Competencies

• Excellent organizational and time-management skills.
• Strong communication and coordination abilities.
• Professional English email and report-writing skills.
• Strong attention to detail and documentation accuracy.
• Ability to manage multiple tasks and priorities.
• Good follow-up skills and ability to work with deadlines.
• Ability to maintain confidentiality and handle sensitive departmental information.
• Team-oriented with a professional and positive attitude.
• Willingness to learn basic engineering and technical terminology.

Key Performance Indicators (KPIs)

• Accuracy and timely submission of Engineering reports.
• Proper maintenance and organization of departmental documentation.
• Timely follow-up of PRs, POs, invoices, quotations, and material requests.
• Effective tracking of contractors and pending engineering activities.
• Timely renewal and tracking of certificates, warranties, and contracts.
• Accuracy of departmental records and databases.
• Timely completion and follow-up of tasks assigned by the Director of Engineering.

Working Relationships

• Director of Engineering
• Assistant Director of Engineering
• Engineering Supervisors and Technicians
• Procurement Department
• Finance Department
• Human Resources
• Security and Health & Safety
• Housekeeping and Front Office
• Contractors, suppliers, and service providers