• Engineering
  • Vail, CO, USA
  • DOE
  • Hourly
  • Year-Round - Full Time

PTO, Sick, health, dental, vision, 401k, life insurance, STD, ski pass, discounts throughout hotel and golf club

Primary Purpose of Position

The Engineering Administrative Assistant will be responsible for ensuring that the Engineering Department runs smoothly and efficiently by providing administrative support and acting as a liaison to the Engineering Department and other departments within the hotel. The schedule for this position will run 8am-4:30pm Monday through Friday. 

Essential Duties and Responsibilities

Daily Responsibilities:

  1. Invoice processing (Accounts Payable)
  2. Maintain HotSOS Maintenance Program.
    • Assign daily service orders
    • Check that engineers have closed or completed HotSOS orders properly, (on a weekly, monthly basic)
    • Maintain, adjust or edit Engineering "issues, pm types, schedules" etc.
  3. Department Billing (Accounts Receivable):
    • Enter "billable" closed HotSOS service orders into billing program in Excel.
    • Enter Daily Activity Logs into billing program in Excel.
  4. Administrative Duties:
    • Open mail, disburse, and/or file.
    • Open and respond to departmental e-mails.
    • Supervising engineers, make sure they answer the radio, have work to do, and do their paperwork
  5. Weekly Responsibilities:
    1. Payroll monitoring in ADP and editing when necessary.
    2. Employee scheduling in On Track based on Chief Engineer and Assistant Chief Engineer instructions.
    3. Produce appropriate HotSOS reporting for Chief Engineer weekly.
    4. Inventory light bulbs, batteries, and miscellaneous supplies (i.e., tape, glue, paint brushes, etc.), order parts, and file.
    5. Attend morning meetings as necessary.
    6. Review departmental "trouble issues" with chief Engineer / Assistant Chief Engineer and document (i.e., e-mail, memo, etc.), if necessary.
  6. Monthly responsibilities:
    1. By the 10th of each month:
      • Enter final monthly entries and re-occurring functions into Excel billing program.
      • Check and balance all accumulators and formulas in billing program in Excel.
      • E-mail Billing file to Accounting.
    2. By the 20th of each month:
      • Get prior month Engineering Department Accounting detail from SRV Accounting Department and enter it into the Engineering MRO Excel file.
      • Research, analyze, and create budget variance explanations in MRO Excel file.
      • Print Monthly MRO Comparison file and review with Chief Engineer.
    3. Create, edit, and print a variety of Excel and Publisher forms and/or spreadsheets.
    4. Update Excel Utility analyses as necessary.
    5. Green Star team leader, create green team
    6. Updating green program files, and assist to diverse green meeting/event.
  7. Semi-annual or Annual responsibilities:
    • Every six months review Employee evaluation criteria with Chief Engineer and Assistant Chief Engineer, organize information by employee, and create input into SRV Performance Evaluation form.
    • Annual Departmental Budget Preparation
      • Every January organize departmental accounting year-to-date and input into Budget DRAFT program file in Excel. This will require input of prior year "actuals" and analyzing amounts to create fiscal year-end projections.
      • By February create DRAFT amounts in all Engineering accounts based on prior year "actuals" and verifiable estimates on projects from Chief Engineer input.
      • Double check all formulas and accumulators to make sure they are pulling "summary" page amounts in properly.
      • Make sure detail explanations are contained on each page of the Budget DRAFT.
      • Review all details of the Budget DRAFT with Chief Engineer.
      • Be prepared to explain all details when called upon by the Owner or Controller.
      • Make final changes to the budget based on input and approvals from the Owner and/or Controller.
    • Annual file updating and archiving.
    • May, October, November assist in scheduling, monitoring, and follow-up on off-season projects and room PMs. This requires knowledge of Springer Miller Reservations system for maintaining room "out-of-order" (OOO) information.
    • Assist the Chief Engineer and Assistant Chief Engineering on any projects in Excel, Word, Publisher, and/or all other computer applications as necessary.
  • Perform any further duties as required by the Chief Engineer, and Assistant Chief Engineering


  • High School diploma required. College degree preferred.
  • Minimum 2-3 years' experience in a hotel or similar Engineering Department.
  • At least five years office experience.
  • Valid Driver's License and clean driving record.
  • Must be able to work with others, be professional, courteous to guests and fellow employees.

Special Skills/Equipment

  • Organized
  • Attention to detail essential
  • High level computer experience, preferably Microsoft Office Proficient in e-mailing, memo/letter writing, and website searches. Must have a high skill level in EXCEL. HotSOS computer system experience helpful or the ability to quickly learn computer maintenance systems. Computer reservation system experience helpful, but not necessary
  • Knowledge of office equipment use, setup, and maintenance.
  • Professional communication skills.
  • Experience in ordering parts and purchase order systems helpful.
  • Experience with payroll processing
  • Accounting experience: Accounts Payable / bill paying and Accounts Receivable / billing necessary.  Budgeting and cost accounting preferred.

Essential Physical Requirements

  • Work is mainly performed in an office environment. Extensive contact with staff.
  • Conditions exist for high volume interaction during peak periods.
  • Requires the ability to distinguish colors and symbols.
  • Required to work overtime as needed.
  • May be required to work evenings and weekends.
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