Engineering Coordinator

Position Overview

 

The Hotel Engineering Coordinator is responsible for administrative, financial, and systems support for the Engineering and Rooms departments at Kimpton Vero Beach Hotel & Spa. This role ensures accurate work order management, preventive maintenance tracking, invoice processing, regulatory documentation compliance, and cross departmental coordination in support of operational excellence and asset protection.

 

The position functions as the central administrative and reporting hub for Engineering operations and capital initiatives, supporting both daily operational execution and long term property maintenance strategy. This role directly impacts guest experience, room availability, regulatory compliance, and financial accuracy.

 

Essential Duties and Responsibilities

 

Engineering Systems Administration

 

• Administer and monitor the hotel’s service optimization platform including work orders, preventive maintenance schedules, and service response tracking.
• Ensure all maintenance requests are accurately logged, assigned, completed, and closed within established service level standards.
• Track and report recurring maintenance issues and escalate systemic concerns to Engineering leadership.
• Maintain accurate Out of Order and Out of Service room records to minimize revenue displacement and protect inventory integrity.

 

Preventive Maintenance and Compliance Tracking

 

• Maintain and update preventive maintenance calendars and ensure documentation of completed tasks.
• Track life safety inspections, equipment certifications, warranties, and regulatory documentation.
• Maintain organized digital and physical records in preparation for brand audits, insurance inspections, ownership reviews, and governmental compliance requirements.
• Assist with documentation required for local, state, and federal compliance where applicable.

 

Invoice Processing and Financial Administration

 

• Review, code, and input vendor invoices for both Rooms and Engineering departments in accordance with company accounting policies.
• Ensure invoices are properly matched to purchase orders or approved contracts prior to submission.
• Track departmental expenses against approved budgets and notify leadership of variances or discrepancies.
• Maintain organized invoice logs and supporting documentation for audit and financial review purposes.
• Coordinate with Accounting to ensure timely and accurate payment processing.

 

 

 

Capital Projects and Vendor Coordination

 

• Support Engineering leadership with tracking of capital expenditures, contractor schedules, permits, proposals, and project documentation.
• Maintain contractor compliance documentation including insurance certificates and required approvals.
• Assist in coordinating vendor access and scheduling to minimize operational disruption.
• Maintain capital project tracking reports and status summaries for leadership review.

 

Rooms and Housekeeping Coordination

 

• Coordinate daily room status alignment between Engineering and Housekeeping.
• Monitor maintenance related room downtime and support rapid turnaround to protect occupancy and revenue.
• Track recurring room deficiencies and support long term corrective planning.
• Support room inspection and quality assurance initiatives as directed.

 

Reporting and Administrative Support

 

• Prepare weekly and monthly operational reports including work order completion metrics, preventive maintenance compliance, and expense summaries.
• Maintain inventory logs for tools, supplies, and equipment.
• Support preparation of materials for leadership and ownership meetings.
• Participate in operational meetings to provide Engineering status updates.

 

Qualificat