Engineering Administrative Assistant

About Four Seasons:

Four Seasons is powered by our people. We are a collective of individuals who crave to become better, to push ourselves to new heights and to treat each other as we wish to be treated in return. Our team members around the world create amazing experiences for our guests, residents, and partners through a commitment to luxury with genuine heart. We know that the best way to enable our people to deliver these exceptional guest experiences is through a world-class employee experience and company culture.         

At Four Seasons, we believe in recognizing a familiar face, welcoming a new one and treating everyone we meet the way we would want to be treated ourselves. Whether you work with us, stay with us, live with us or discover with us, we believe our purpose is to create impressions that will stay with you for a lifetime. It comes from our belief that life is richer when we truly connect to the people and the world around us.

About the location:

Steps from the Prophet’s Mosque, our Hotel will offer luxury accommodation for the city’s 1.5 million annual visitors. The new-build hotel will be located at the heart of Madinah and steps from one of the most historic and significant sites in the region: Al-Masjid an-Nabawi, also known as the Prophet’s Mosque. Madinah is also home to the Quba Mosque, which is regarded as the oldest mosque in the world.

About the Role
We are seeking an organized and detail-oriented Engineering Administrative Assistant to provide administrative support to the engineering department at Four Seasons Hotel Madinah. Reporting to the Director of Engineering, you will be responsible for coordinating the daily operations of the department, managing schedules, handling documentation, and assisting with procurement and inventory. Your role will be essential in ensuring smooth operations and efficient communication within the engineering team and with other hotel departments.
What You Will Do

• Provide administrative support to the engineering department, including managing schedules, coordinating meetings, and preparing reports.
• Assist in managing the department’s procurement process, including ordering supplies, tracking inventory, and maintaining purchasing records.
• Maintain accurate records of maintenance activities, including work orders, inventory logs, and equipment servicing history.
• Prepare and process invoices, ensuring that all engineering-related payments are processed on time and accurately.
• Coordinate and track the department’s training schedules and ensure all necessary certifications and qualifications are up to date.
• Assist with the preparation of departmental reports, presentations, and budgets, ensuring that all information is accurate and timely.
• Handle correspondence, including emails, phone calls, and memos, ensuring effective communication between the engineering team and other hotel departments.
• Assist in coordinating repairs and maintenance work, including liaising with external vendors and contractors.
• Manage and organize engineering files, ensuring that all documents are filed and easily accessible.
• Monitor and maintain office supplies for the department, ensuring that all required items are available and well-stocked.
• Assist with any other administrative tasks as needed by the engineering team or management.

What You Bring

• Diploma or bachelor’s degree in business administration or engineering related field.
• Proven experience in an administrative role, preferably within a hospitality or facilities management environment.
• Strong organizational and time-management skills, with the ability to manage multiple tasks and priorities.
• Excellent communication skills, with the ability to interact professionally with staff, vendors, and management.
• Proficiency in Microsoft Office Suite (Excel, Word, PowerPoint) and experience with administrative or facilities management software.
• Strong attention to detail and the ability to maintain accurate records and documentation.
• Ability to work independently and as part of a team, supporting the department’s needs effectively.
• Proficiency in English.
• https://careers.fourseasons.com/us/en/job/REQ10366356/Engineering-Administrative-Assistant-Four-Seasons-Hotel-Madinah-Saudi-Arabia