Engineering Coordinator

Specific Accountabilities ​ • Coordinates and distributes work orders to technical staff whenever required Day-to-day secretarial work including typing, filing, telexes, faxes, telephones, etc.​ • Ensures distribution of documents, letters, telexes, faxes, memos, and information etc. on timely basis.​ • Arranges internal and external appointments.​ 1. Administration & Regional Support​ Document Translation: Translate incoming mail, documents, and articles as required.​ Record Keeping: Ensure the safekeeping and proper filing of all contracts, financial records, energy reports, and other critical documentation.​ Regional Files: Assist in maintaining regional files and follow up on monthly reporting from other hotels within the region.​ Office Supervision: Oversee the usage of stationery and the photocopy machine within the engineering department.​ Executive Assistance: Assist in handling administrative matters related to the duties of the Regional Director of Engineering as requested.​ 2. Inventory & Storekeeping​ Storage Optimization: Ensure all merchandise and materials are stored under optimal conditions and are ready for distribution.​ Receiving: Verify the quantities of all arriving materials against delivery documents.​ Inventory Control: Maintain a complete inventory system utilizing identifying labels that include item number, name, issue unit, and minimum/maximum stock levels.​ Issuing Goods: Ensure all items issued from stores are backed by properly completed storeroom requisitions, ensuring code numbers are clear and the "issued by" section is signed.​Logging: Record each requisition before providing a copy to the recipient and updating the logs.​ Re-order Verification: Physically verify stock levels for items at their re-order point before submitting the list to the Director of Engineering (DE) or their delegate.​ Financial Reporting: Prepare monthly store inventory reports adhering strictly to established storekeeping accounting rules.​ 3. People Management & Compliance​ Attendance Tracking: Prepare monthly staff attendance records as needed.​ Schedule Adherence: Ensure punctual attendance and strict adherence to duty schedules by all subordinate staff.​ Grooming Standards: Ensure personal grooming and hygiene standards are met, conducting morning spot checks as necessary.​ Policy Enforcement: Guarantee hotel rules, regulations, and house rules are fully followed, actively preventing policy infringements including, but not limited to:​ Sleeping while on duty.​ Arriving late at the start of a shift or departing early at the end of a shift.​ Neglecting or failing to follow up on guest complaints.​ Failing to adhere to hotel grooming standards.​ ​ Responsible Business ​ • Be aware of the duty of care and adhere to IHG's various workplace health and safety related policies and procedures.​ • Be familiar with property safety, first-aid and fire and emergency procedures and operate equipment safely and sensibly.​ • Complies with hotel's Health, Safety & Hygiene Policy.​ • Ensures that all storage areas are clean and maintain high standards of hygiene.​ • Perform other duties as assigned by superiors.