Engineering Administrative Assistant

Company Description

Adjacent to Great Smoky Mountains National Park, the most-visited national park in the country, Westgate Smoky Mountain Resort & Spa in Gatlinburg, Tennessee, provides an amazing work environment with refreshing mountain breezes and spectacular views of the beautiful Great Smoky Mountains. As a member of the Westgate Smoky Mountain Resort team, you will meet and engage with guests who have arrived to enjoy all the Great Smoky Mountains have to offer and help them experience our world-class amenities such as the state-of-the-art Wild Bear Falls water park. As part of Westgate Resorts, recognized by U.S. News as one of the Best Companies to Work For, you’ll be joining a team committed to excellence and creating unforgettable vacation experiences and supporting your career growth where you are or at 60+ resorts across the company.

Job Description

The Engineering Administrative Assistant supports the Engineering and Maintenance teams by handling administrative tasks, financial documents reviews, data analysis and system operations. Reporting to the Engineering Department leader, the role ensures efficient operations through scheduling, record-keeping, payroll management, and vendor coordination. The ideal candidate will bring strong organizational skills and professionalism to help maintain seamless project coordination.

As Engineering Administrative Assistant, you will:

• Provide administrative support to the Engineering and Maintenance teams, including scheduling, meeting coordination, and document preparation
• Serves as a key point of contact for field technicians, offering administrative and system support to streamline operations and resolve issues efficiently
• Process and maintain records of purchase orders, departmental checkbooks, and receipts for audit and reference
• Review financial documents, such as Profit & Loss statements, and track payroll submissions for accuracy and timeliness
• Manage and oversee data entry, reporting, and overall functionality of systems like Medallia and HotSOS to support decision-making
• Provide direct administrative support to the Director of Engineering, including calendar management, preparation of presentations and documents
• Assist in onboarding and preparing new hires by coordinating training schedules, setting up system access, and ensuring all necessary documentation and resources are provided
• Coordinate with vendors, contractors, and internal departments to resolve issues and ensure smooth project execution
• Build and maintain strong professional relationships with stakeholders to ensure compliance and effective collaboration
• Communicate clearly and professionally through various channels, including email, phone, and verbal interactions
• Identify and report potential hazards, assist with maintenance tasks when needed, and ensure adherence to company policies
• Represent the company professionally through behavior and appearance
• Perform additional duties as assigned by leadership

To excel in this role, you must embody our core values of integrity, passion, and a strong work ethic. These values are essential to our success, and we are looking for someone who shares our commitment.

Qualifications

• Minimum of 1 to 2 years of administrative experience in a professional setting is required
• Proven proficiency in Microsoft Office Suite, including Word, Excel, PowerPoint, and Outlook
• Familiarity with facilities management, maintenance or construction industry is an advantage
• High school diploma / GED – required
• Exceptional organizational and time management skills with a proven ability to handle multiple tasks effectively
• Advanced written and verbal communication skills, with the ability to prepare professional presentations and documentation
• Must be at least 18 years old and have a valid driver’s license to drive company golf carts
• Required to pass a background check, drug test, and prove eligibility to work in the United States

Additional Information

Why Westgate?  

• Comprehensive Health Benefits – Medical, Dental, and Vision Coverage
• Paid Time Off – Vacation, Sick, and Personal Time to Recharge
• Paid Holidays
• 401(k) with Generous Company Match to Support Your Future
• Daily Pay – Access Your Earnings When You Need Them
• Family-Focused Benefits – Pregnancy, Parental Leave, and Adoption Assistance
• Wellness Programs to Support Your Well-Being
• Flexible Spending Accounts (FSA)
• Tuition Assistance to Help You Grow Your Career
• Military Leave
• Employee Assistance Program (EAP) – Support When You Need It Most
• Life, Disability, Accident, Critica