Engineering Office / Project Coordinator
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Engineering Office / Project Coordinator

Four Seasons

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Engineering Office / Project Coordinator

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JOB FUNCTIONS:

· Coordinate Engineering Department activities, work direction, and support systems.

· Coordinate and schedule the regular contracted maintenance services and maintain an annual calendar of those services as well as all required regulatory inspections for the hotel.

· Independently maintain and update administrative policies and processes.

· Set up, maintain, and organize department's central files, information, filing, and messages.

· Assist engineering staff in locating parts, supplies, and materials.

· Prepare and maintain RFP’s, bid information, and other contract documents.

· Prepare internal bill-backs and documents to cost centers supported by the Engineering Department

· Provide administrative support to the Engineering team.

· Manage the HotSOS system, including receiving work requests, assigning service orders, entering system data, and providing the overall system administration.

· Complete additional responsibilities as assigned.

REQUIRMENTS:

· The ability to answer telephones according to Four Seasons' standards.

· The ability to assist guests and department's requests for maintenance from the Engineering department and route the request to the appropriate person(s).

· The ability to perform secretarial skills such as dictation, typing, filing formation of spreadsheets, etc for the Engineering department.

· The ability to seek quotations, raise purchase orders and place orders on approved purchase orders and maintain the purchase order tracking system.

· The ability to maintain accurate records of purchases made, accruals total activities for each P&L cost center and the variations against budgeted amounts

· The ability to input data to the HotSOS computerized maintenance management system and record work carried out and parts used on the same system.

· The ability to carry out basic manipulation of the building management system BMS

· The ability to maintain the office atmosphere in a manner that displays a professional friendly and well maintained environment.

· The ability to maintain an attitude of confidentiality with regard to Departmental and Hotel data and information.

· The ability to assist in the scheduling and of activities for capital and engineering projects.

· The ability to track and follow up on preventive maintenance schedules.

· The ability to plan and implement administrative procedures, systems and controls.

· The ability to handle the purchasing of equipment and supplies. This includes contacting vendors for best prices, getting multiple bids, writing purchase orders, receiving goods and completing projects.

· The ability to ensure effective communication and management of good relations between the Engineering department and other departments in the hotel.

· The ability to prepare and follow through on any projects as outlined by Senior management.

· The ability to ensure timely completion of all assigned responsibilities.

· The ability to conduct oneself in a professional manner at all times to reflect the high standards of Four Seasons Hotels and encourage employees to do the same.

· The ability to carry out administrative duties in relation to Capital/Refurbishment Projects

· The ability to follow proper payroll procedures.

· The ability to ensure a clean, neat and organized work area.

· The ability to attend and participate in all required meetings.

· The ability to perform other tasks or projects as assigned by Hotel management.

· The ability to follow operational and safety guidelines.

· The ability to handle and report any accident immediately, no matter how minor.

· The ability to respond properly in any Hotel emergency or safety situation.

Computer Access

Microsoft – Email, Teams Apps

HotSOS – Maintenance Response

Opera – For Checking Room Status

Birchstreet – All entities TRI, TRC, TRP with the ability to view all historical POs and Invoices for the Hotel, ability to set up new vendors

Whats App Group

Teams Groups

Email group TRI

Training

Microsoft – Email, Teams Apps

HotSOS – Maintenance Response

Opera – For Checking Room Status

Birchstreet – All entities TRI, TRC, TRP with the ability to view all historical POs and Invoices for the Hotel, ability to set up new vendors

Communication

1. Interdepartmental Communication – Ensure all scheduled contractor visits are listed on the Engineering department calendar on the hotel Intranet at Calendar - Calendar (fourseasons.com)

2. Phone and Radio Traffic – Answer and respond to any phone calls or radio calls throughout the shift.

3. Hotel Information - It is important that, on a daily basis, you are aware of key events, food and beverage outlet schedules, and any other important activities happening in the hotel. Please review the daily events schedule and review all group resumes for anything that may impact our maintenance schedules. Home (fourseasons.com)

4. Montioring Teams and Email - Monitor daily email and Teams traffic for any open priorities that may arise and notify the supervisors or managers accordingly if you feel the priorities of the day need to change.

5. Out of Order Rooms – Refer to the Out of Order Rooms list on a daily basis should any updates be required or other rooms added. This should be reviewed with the Engineering Supervisors.

Department Coordination

1. All in-house engineering department works need to be coordinated through the Assitant Director of Engineering. Should you get a call form a guest or other department, reach out to the the ADOE to allocate a person for the job.

a. All calls or requests should be put in HotSOS by the requester

b. Hotel Technicians handle all guest and front of house requests

c. Shift Engineers handle all back of house requests

2. Confirmation of Daily Priorities - On a daily basis check in with the engineering management to coordinate and plan activities so that there is a plan in place for the next day.

3. Glitch Follow up- On a daily basis, review all glitches and ensure they have been updated or resolved if completed. GlitchesByDepartment (fourseasons.com)

4. Tracking of Emergency Call outs and Contracted Services – Ensure a reliable and accurate tracking system is in place for all call outs and contracted services.

a. Contractors need to Sign In and out in both Security and Engineering

b. Maintain a written and spreadsheet historical log of all daily contractor visits

c. Create a means of tracking the following:

i. Any unresolved issues communicate via to engineering management

ii. Follow up contracted visits

iii. Proposals for remedial works

d. Confirm Invoices are Received and vendors are following the invoice procedure:

5. Logging Service reports and Work Tickets – Ensure all contractor reports are received and filed accordingly for future reference for any insurance, statutory, or corporate compliance inspections.

Purchasing Procedures

1. Please set up and utilize a department checkbook by GL Code that will allow you to track services and outstanding orders accurately.

2. Services haven’t been accurately received in Birchstreet as they are completed, which creates payment delays and additional administrative work for Engineering and Finance departments. Please reference these items below as basic guidance:

a. Delay in payment is the result of months (PO lines) that were not received in the system so the invoices could not be matched.

b. Engineering must keep track of all service POs, including contract POs, and report the service as received to Purchasing within the same month the service was received. This should be reported on a weekly basis via email to the Purchasing Department, (copying the Engineering Managers and Supervisors), specifying the PO # and whether to receive partially or in full. Purchasing will register the service as received in BSS, which will help us pay our contracted services invoices on time. This list is to be reviewed daily as part of the 3pm supervisor meeting.

c. Purchasing sends out an Open PO report on a regular basis. This should serve as an additional reminder to report any services received so that BSS may be updated. You are to respond to purchasing with updates by the end of the next business day when receiving this report. If you do not receive the report, the expectation is that you provide a weekly update every Friday.

3. Ensure accurate and complete descriptions and justifications are on each and every purchase order.

a. No purchase order should be created with out a Purchase Request form

i. Engineer Reporting it should be able to provide the most precise information

ii. Supervisor should be reviewing and signing off on all purchase requests before they come to you to ensure the descriptions are detailed and accurate.

b. Create a way of tracking all approved POs that can be easily referenced by the entire team. Ideally printed copies in a binder or a Teams tracking sheet of some sort.

4. Items received should be cross-checked with purchasing the day that they are received to verify the accuracy of the received order.

5. Monitor all aging purchase orders using the Open PO report and follow up on any items that have not arrived. Work with the Supervisors and ADOE to prioritize orders that need urgent expediting. For any items that will not arrive or are expected to arrive beyond the month specified on the PO, you must notify Purchasing whether to cancel or update and you should add a note to the PO to that effect.

6. Invoicing Procedure:

Please have all invoices sent directly to fshinvoicestrinitysquare.in@capgemini.com and also accountspayable.tentrinity@fourseasons.com

- Files other than PDF will be rejected. Word and Excel will be rejected by the system.

- File size is more than 5 MB will be rejected

- The body of the email should not contain any links or logos. Note that special e-mail tags, signatures, icons, links or logos can cause the system to reject the invoice.

- Incorrect or missing information. Invoices must contain: valid purchase order number, correct "Bill To" and "Ship To" address and hotel name.

- Always mention Four Seasons Hotel London at Ten Trinity Square in the email subject line while sending invoices. Do not leave subject line blank.

Administration – Daily

1. Emergency Callout/Contact List – Create and maintain an emergency call out list for the shift engineers and Supervisors too have in the event of an emergency:

2. Planning – Maintain an accurate spreadsheet of all contracted services that logs when each service is due, when the last service was completed, the start and end dates associated with each contract

3. Follow Up - Ensure to update the Managers and Supervisors on any unresolved priorities in person or verbally over the phone before leaving for the day.

a. Urgent Orders

b. Out of order equipment that impacts the guest experience

c. Emails/Teams Requests from General Manager/Hotel Manager

d. Emergency Call out Services.

4. Operational Efficiencies - When you encounter repeat problems or challenges, focus on setting up procedures to manage them or prevent them from recurring. We want to avoid the following:

a. Late or missed Statutory/Life Safety Inspections

b. Late or missed contracted services

c. Unpaid invoices

d. POs being sent back with questions

e. Services not being marked as received in Birchstreet.

5. Filing - It is expected that all service records and reports are stored in an organized manner and are able to be easily located by Managers or Supervisors and Purchasing should an inspection or audit pop up.

6. Ensure ADP is reviewed and updated daily and missed punches or attendance issues are tracked.

7. Tracking of Remedial actions from Contracted Maintenance Visits or Insurance/Statutory Inspections

a. Maintain a tracking log for all Follow up remedial actions so we are aware of everything that needs attention.

Administration – Weekly

1. Every other Monday, ensure that department payroll is completed by 10am per the payroll schedule.

2. By Thursdays, before Noon, ensure the Schedule has been posted

a. Hard copy in the Shop

b. Message to Manager’s Teams Group

c. Uploaded to Unifocus

d. Copy uploaded to operations Teams Group

3. On Fridays, reconcile the Receiving of POs and Services

4. Ensure PRP rooms are blocked and tracked on a spreadsheet

Administration – Monthly

1. Month End Financial Process

a. Ensure the Meter Reading Sheet is emailed to finance

b. Residence Club Labor Chargebacks are submitted to both Hotel and RC Finance Teams

2. Corporate ESG - HEP Data Upload

a. Ensure the Meter Reading sheet is emailed to HEP and all daily occupancy is entered.

3. Pull up Waste Removal Invoice and Enter data into tracking Spreadsheet then input data into the HEP platform

Administration – New Hire To Do List

1. Prepare Department Training materials – Handbook Etc. to be ready their first day in the department

a. Training Checklist – To be signed off after 90 Days and returned to HR

b. Print out Hard Copies of the Floorplans (1st set – Room and Residence Layout, 2nd set B2 to Roof)

c. Engineering Department Standards ADOE or DOE read in person and Sign memo – File as needed

d. Tool Inventory and Sign Off

e. Log Calendar Reminders for all Department Managers and Supervisors on the date of each new hire’s 30 day, 60 day, and 90 day milestones. Set up with a two week reminder in advance.

2. Embark

a. Ensure their Time In and Out is logged manually until they are set up in ADP

b. Ensure Posted Schedule in the department reflects their Embark Times and agreed days off

3. Systems Access

a. Set up Engineers with the following access:

i. Microsoft – Email, Teams Apps – System Access Request

ii. HotSOS – Maintenance Response – System Access Request

iii. Teams Groups

b. In order to complete the above, a Systems Access Request form needs to be created and submitted for approval by a Department Manager:

i. Follow IT Systems access Guide Below:

1. Please find attached a guide to assist you in creation of users for your departments ahead of their arrival. We do ask the following in order to help us make the process of your new team member joining a smooth one.

a. Requests are complete in full with accurate information – E.g. First and Last name without spelling errors

b. Requests that include CC view on any application (Opera/ Canary) require DoF Approval (Warren Hochreiter) in Additional Approver

c. Profile must be selected, without this pre-populated items such as Windows Account won’t appear – Request will be declined

d. Comments must be placed if the new employee is a transfer

e. We ask a minimum of 48 hours from receiving the final approval until completion, please allow ample time for the approval process and for your Local and Corporate IT team to complete setup.

4. Ensure Managers are reminded to complete the 90 Day review is completed (30 day and 60 day for those who may be under performing during their probationary period.)

Four Seasons is an Equal Opportunity, Affirmative Action employer. Minorities, women, veterans, and individuals with disabilities are encouraged to apply. To access the 'EEOC is The Law' Information poster please visit this website - https://eeoc.gov/sites/default/files/migrated_files/employers/poster_screen_reader_optimized.pdf
Fermé

Engineering Office / Project Coordinator

États-Unis

Temps plein, Indéfini

Date de début du contrat:

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