Engineering Coordinator

JOB OVERVIEW

The Engineering Coordinator provides administrative, operational, and project support to the Engineering team. This role ensures smooth daily department functioning through effective work-order management, scheduling, documentation, communication, and compliance tracking. Such a position acts as a key liaison between hotel departments, vendors, and engineering leadership to maintain a safe, well-maintained, and guest-ready property that reflects brand standards.

DUTIES AND RESPONSIBILITIES

• Monitor, assign, and close work orders within the hotel’s maintenance management system.
• Prioritize and route service requests to engineering staff based on urgency and skill set.
• Track preventive maintenance schedules and ensure timely completion of guest room, public area, life-safety system, and equipment PM tasks.
• Generate PM and work-order reports for leadership review.
• Maintain organized engineering records including safety logs, SDS documentation, equipment manuals, inspection reports, contractor agreements, and warranty information.
• Assist with preparing departmental budgets, expense tracking, purchase orders, and inventory management.
• Ensure compliance with Hilton brand standards, corporate requirements, and local/state regulatory guidelines.
• Manage daily communication logs and distribute relevant updates to the Engineering team.
• Serve as the point of contact for scheduling inspections, maintenance visits, and repairs with external vendors and contractors.
• Prepare work permits, ensure certificate of insurance compliance, and coordinate contractor access to hotel areas.
• Support bid collection, proposal review, and vendor performance tracking.
• Communicate effectively with other departments regarding maintenance or urgent repair needs.
• Assist in resolving engineering-related guest concerns by providing timely updates and ensuring follow-through.
• Support the Engineering team during emergencies, inclement weather, and property events.
• Maintain compliance documents for fire-life safety systems, elevator certifications, HVAC inspections, pool logs, and other regulatory requirements.
• Ensure engineering staff maintain proper training records including LOTO, PPE, chemical safety, and equipment operation.
• Assist with safety drills, emergency response plans, and monthly safety committee meetings.
• Support renovation or property improvement projects through scheduling, document control, vendor communication, and progress tracking.
• Prepare status updates, capital expenditure documentation, and project close-out files.
• Performs other duties as required.

QUALIFICATIONS AND REQUIREMENTS

Education & Experience

• High School Diploma or equivalent is required, bachelor’s degree preferred
• Minimum 1-2 years of administrative, facilities, engineering, or hospitality experience.

Required Skills/Abilities

• Strong computer skills and experience with work-order tracking systems.
• Must have intermediate skills with Microsoft Office products
• Knowledge of OSHA standards, hotel engineering operations, and building systems.
• Excellent verbal and written communication skills

Schedule

The work schedule is based on the demands of the business you must be available days, nights, weekends, and/or holiday availability are required.

Physical, Mental and Environmental & Technical Demands

Fast-paced environment, multiple tasks to be handled under time constraint. Must be able to bend, crouch, kneel, and twist in the work area. Must be able to maneuver around property. Must be able to sit, walk and stand for prolonged periods of time. Must be able to operate a computer, telephone, and copier. Must have manual dexterity to operate all office equipment.

Grooming

All employees must maintain a neat, clean, and well-groomed appearance. Specific uniform guidelines and/ or required articles of clothing will be explained to you as part of the orientation process.

STANDARD SPECIFICATIONS

Requirements are representative of minimum levels of knowledge, skills and/or abilities. To perform this job successfully, the incumbent will possess the abilities or aptitudes to perform each duty proficiently. Some requirements may exclude individuals who pose a direct threat or significant risk to the health and safety of themselves, other employees, or guests.

A review of this description has excluded the marginal functions of the position that are incidental to the performance of fundamental job duties. All duties and requirements are essential job functions.

This job description in no way states or implies that these are the only duties to be performed by the employee occupying this position. Employees will be required to perform any other job-related duties assigned by their supervisor.

This document does not create an employment contract, implied or otherwise, other than an “at will” employment relationship.

The statements in this job description are intended to represent the key duties and level of work being performed. They are not intended to be ALL responsibilities or qualifications of the job. This position is classified as non-exempt (per the Fair Labor Standards Act) is subject to overtime in accordance with Federal and State Regulations.