Administrative Coordinator

Position Summary

The Facilities Administrative Coordinator provides administrative support to both the Housekeeping and Engineering departments. This position is responsible for maintaining departmental records, coordinating work orders, tracking inventory, processing invoices, managing communication between departments, and ensuring accurate documentation and reporting. The role serves as a key liaison between Housekeeping, Engineering, Front Office, and other hotel departments to help maintain operational efficiency and guest satisfaction.

Essential Duties and Responsibilities

Housekeeping Administrative Functions

• Answer departmental phones and respond to housekeeping requests in a professional and timely manner.
• Maintain housekeeping records, reports, and filing systems.
• Track room status updates and communicate with Front Office regarding guest room readiness.
• Update daily housekeeping assignments and distribute key reports.
• Monitor and maintain housekeeping supply inventories.
• Process purchase orders and departmental invoices.
• Prepare daily, weekly, and monthly housekeeping reports.
• Maintain lost and found records according to hotel policies.
• Support training documentation and employee record maintenance.

Engineering Administrative Functions

• Receive, enter, and track maintenance work orders through the hotel maintenance management system.
• Coordinate service requests between Engineering, Front Office, Housekeeping, and other departments.
• Maintain engineering preventative maintenance schedules and related documentation.
• Track vendor contracts, permits, licenses, inspections, and compliance records.
• Process engineering invoices, purchase requests, and equipment orders.
• Maintain equipment logs, repair histories, and warranty documentation.
• Assist in preparing expense tracking reports.
• Coordinate scheduling for contractors and service providers.
• Prepare reports on maintenance activities, equipment downtime, and project progress.

General Administrative Responsibilities

• Maintain accurate electronic and physical filing systems.
• Operate office equipment including computers, printers, copiers, and fax machines.
• Prepare correspondence, spreadsheets, reports, and presentations as needed.
• Handle confidential information with discretion.
• Support special projects and departmental initiatives.
• Ensure compliance with hotel policies, safety standards, and brand requirements.
• Foster positive working relationships with team members and guests.

Qualifications

Education: High school diploma or equivalent required. Associate degree in Business Administration, Hospitality Management, or related field preferred.

Experience: Minimum 1–2 years of administrative experience, preferably in hospitality, housekeeping, facilities management, or engineering support. Experience with hotel property management systems (PMS) and maintenance management software preferred.

Knowledge, Skills, and Abilities: Proficient in Microsoft Office Suite; strong organizational, communication, and time-management skills; attention to detail; confidentiality; customer-service orientation; ability to work independently and collaboratively.

Physical Requirements

Ability to sit, stand, and walk for extended periods; lift up to 25 pounds occasionally; use computers and office equipment for extended periods; and move throughout the hotel property as needed.

Work Environment

Primarily office-based within a hotel environment with frequent interaction with guests, team members, managers, contractors, and vendors. May require occasional weekend, holiday, or flexible scheduling based on operational needs.

Success Factors

• Strong organizational skills
• High level of accuracy and attention to detail
• Effective communication and teamwork
• Ability to manage competing priorities
• Commitment to exceptional guest service and operational excellence