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Engineering Administrator 
(10154)

 

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 Chief Engineer/ Director of Engineering and 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 etiquette.
  • Maintain all employee files and records in the respective department.
  • Ensures Time and attendance records for the payroll process.

 

Key Duties And Responsibilities 

 

  • To schedule appointments and maintain a calendar for the HOD. 
  • Take minutes of major meetings as may be required by the HOD.
  • Arrange business itineraries and coordinate HOD’s travel requirements.
  • Sorts and furnish incoming emails and documents for the HOD and attaches appropriate file to facilitate necessary action, determine 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 co-ordinates with Division Heads on meeting deadlines per HOD’s directions.
  • Acts as administration consultant to staff on certain issues.
  • Handles and distributes all incoming correspondence related to the respective department.
  • Maintains a comprehensive filing system for respective departments.
  • Receives incoming telephone calls.
  • Arrange the appointment schedule for the HOD and remind her/him accordingly.
  • Attends and takes minutes and notes from departmental meetings.
  • Bring urgent matters to the attention of the HOD.
  • Maintains a daily bring-up system.
  • Maintains accurate annual leave schedules/records of the respective departments.
  • Sorts and compiles monthly attendance records for the division in a timely manner.
  • 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 a storekeeper.
  • Follow up with procurement in regards to pending PRs related to work orders as well as store inventory items
  • Procced all planned preventive maintenance and guest room servicing procedures, followed up on completion and provided 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.

 

Job Requirements

  • 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 including – Word / Excel / PowerPoint
  • Understanding of CMMS
  • Expertise in AutoCAD is highly preferred Teamwork
  • 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

 

Join a team that is warm, caring, connected and empowered to create truly unique experiences. We believe in making our guests happy beyond anything they have ever imagined. We wow them at every turn and create memories that will last a lifetime. You will be at the heart of this vision, to constantly innovate to deliver Amazing Experiences and Everlasting Memories.