Engineering Administrative Supervisor

5 months ago

Abu Dhabi, United Arab Emirates Rosewood Hotel Group Full time

**General Information**:

- Country/Region- United Arab Emirates- Province/City- Abu Dhabi- Location- Rosewood Abu Dhabi- Department- Engineering- Job Type- Full-time Permanent- 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.
- 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.
- 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 av

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