Administrative Assistant, Engineering

Loews Arlington Hotel and Convention Center is a state-of-the-art, full-service meetings and resort destination that caters to groups of all sizes, as well as families who are looking for a world-class experience in the epicenter of the premier sports and entertainment district in the country. Centrally located between Dallas and Fort Worth between iconic sports stadiums, Globe Life Field, home of the 2023 World Series Texas Rangers and AT&T Stadium, home of the Dallas Cowboys, the 888-room resort features five restaurants and lounges, two pools with an authentic sandy beach, cabanas and a water slide as well as a fitness center, full-service spa and salon and 266,000 square feet of meeting and event space.

This position is responsible for processing all incoming/outgoing communications, handling Maintenance Request processes, coordinating purchasing operations, as well as assisting the Chief and Assistant Chief Engineer with maintaining all required records and preparation of all reports for the department.

Essential Functions and Responsibilities

• Answer phones, take and transmit messages
• Greet vendors, suppliers and visitors to the department
• Assist, direct  subcontract labor, vendors and/or suppliers to the areas needing their attention
• Process all Maintenance Requests Work Orders transmitted to department
• Maintain completed Maintenance Requests records
• Return department copy of all completed Maintenance Requests to initiating department
• Maintain departmental  ”Activity Board”
• Prepare purchase requisitions for all materials necessary to maintain daily operation of department
• Upon receipt of approved purchase requisition, prepare purchase order and distribute copies to appropriate parties. 
• Confirm receipt of purchase order by vendor and track progress till received
• Receive deliveries/confirm accuracy of shipping invoice by comparison to purchase order
• Code incoming invoices with proper departmental codes for Chief Engineer cost allocation 
• Maintain materials purchase order files for all vendors/suppliers
• Maintain/Update departmental “Check Book” / expense log, cross-reference to budgetary guidelines for analysis of operating efficiency.  Bring discrepancies to Director and/or Assistant Directors attention as needed
• Work with Accounting Department to resolve any problems associated with purchase orders/receiving tickets

• Maintain daily attendance and payroll related records to include sign in/out logs, overtime authorization forms, vacation and sick leave records for all departmental employees
• Establish and maintain records system to document all departmental employee training activities
• Maintain contact information file for all departmental employees
• Maintain appointment calendar for Director, track appointments and inform him of scheduled meetings
• Prepare daily/weekly payroll record for transmittal to Paymaster
• Prepare payroll analysis information for review by Director
• Coordinate requests for vacation and vacation schedules, for departmental employees
• Coordinate interviews and process new hire paperwork for all department personnel
• Track new hire 30 and 90 day check list processes 
• Process mail for department
• Prepare memos and letters for transmittal
• Assist Director and Assistant Director in preparation of all required reports,
• Maintains copies of and completion log for all required reports
• Make photocopies when required
• Transmit / receive facsimile correspondence as necessary
• Maintain active reader file for Director, Chief and Assistants
• Maintain equipment preventive maintenance service records
• Keep minutes fo