Engineering - Engineering Coordinator

LEGACY is a core value that Halekulani lives by to celebrate our cultural history. For over 100 years, the hotel has welcomed visitors to Waikiki Beach, sharing our gracious hospitality, impeccable service, and unparalleled cuisine. Halekulani and Halepuna Waikiki employees live the legacy through the "art of service."

The Engineering Coordinator provides comprehensive administrative and operational support to the Engineering Department, ensuring efficient office and staff management, budget oversight, and project coordination. This position is responsible for coordinating financial processes, including but not limited to preparing and processing requisitions, purchase orders, and invoices, as well as monitoring and tracking departmental budgets. Additionally, the role includes managing schedules, organizing and maintaining documentation, coordinating meetings, and assisting with various administrative tasks to support engineering projects.

ESSENTIAL FUNCTIONS & RESPONSIBILITIES

Office/Staff Management:

• Manages weekly work schedules by inputting and monitoring staffing guidelines, labor forecasts, and labor targets; adjusts goals and schedules as needed to align with business demands and labor objectives.
• Coordinates employee scheduling needs, including time-off requests, schedule changes, and overtime, with approval from the Director of Engineering.
• Provides oversight and guidance to the CMMS Coordinator to ensure operational efficiency.
• Partners with Human Resources, under the direction of the Director of Engineering, to support all phases of the employee lifecycle for Engineering staff, including recruitment, selection, employment changes, performance management, and separations.
• Organizes and tracks required staff training, ensuring all licenses and certifications remain current and compliant.
• Enforces safety protocols and prepares required reports for workplace incidents and accidents..

Budget & Cost Management Support:

• Oversees the inventory and purchases of all parts, supplies, tools and equipment related to Engineering, through direct contact with sales representatives.
• Submits and processes all invoices and purchase orders, ensuring accuracy and timely submission in coordination with the accounting department.
• Tracks and organizes project budgets and expenses. Prepares and maintains financial records related to engineering projects, including purchase orders, invoices, and receipts.
• Partners with the accounting department to ensure timely processing of payments and reimbursements for project-related costs.

Coordination, Scheduling & Administrative Support:

• Provides general administrative assistance to the engineering team, including scheduling meetings with vendors, contractors, and other departments to facilitate project progress and resolve any issues that may arise.
• Prepares, organizes, and distributes reports, memos, and other documents to ensure smooth coordination across teams.
• Ensure staff have all the necessary tools and information for projects, such as orders, specifications, drawings, and project updates.
• Schedules and coordinate meetings, site visits, and inspections for engineering projects.
• Ensure all project-related materials and documentation are organized and are stored securely and in compliance with company policies.
• Orders and maintain office supplies, including materials needed for engineering projects and general office administration.

Project Coordination:

• Coordinates engineering project schedules, ensuring that deadlines are met and resources are available. May assist with the tracking of project timelines and deliverables, providing reminders and follow-ups as needed.
• Maintains accurate and up-to-date files for engineering projects, including contracts, change orders, permits, drawings, and technical specifications.
• Implements a preventive maintenance program of all-building equipment and guestrooms, including the training of the Engineering staff on the management of such a program.

Performs all other duties as may be required or assigned.

SUPERVISORY REQUIREMENTS

Reports To: Director of Engineering

Supervises: CMMS Coordinator

EDUCATION/EXPERIENCE

• High school diploma or equivalent vocational training certificate.
• Bachelor's degree in business administration or related field preferred.
• Two (2) to five (5) years of experience in office administration or general administrative support in a professional office environment.
• Any combination of education and experience which would provide the necessary knowledge, skills, and abilities to meet the minimum qualifications to perform the essential functions of this position

KNOWLEDGE, SKILLS, & ABILITIES

• Proficiency with Microsoft Office Suite (Word, Excel, Outlook) and basic accounting software.
• Strong organizational and time management skills.
• Ability to handle sensitive information with confidentiality.
• Excellent written and verbal communication skills.
• Detail-oriented with the ability to manage multiple tasks at once.

MENTAL DEMANDS

• Must be highly organized, detail-oriented and possess the ability to multi-task.
• Must be able to comprehend, analyze, organize and prioritize a wide variety of information within time limitations.
• Requires the ability to read and perform mathematical calculations.
• Requires concentration, alertness and attention to detail.
• Must be able to perform under stressful conditions while maintaining a courteous and professional demeanor.
• Must be able to work collaboratively with other team members.

PHYSICAL DEMANDS

Activity Over 2/3 of the time About 2/3 of the time About 1/3 of the time Less than 1/3 of the time Seldom or Never

Sitting X

Climbing X

Stooping, kneeling, crouching and/or crawling X

Standing X

Walking X

Handling or fingering X

Eye-hand-foot coordination X

Use of vision X

Activity Less than 25 lbs 25 to 50 lbs. More than 50 lbs.

Pushing X

Pulling X

Lifting X

Carrying X

COMMUNICATION DEMANDS

Activity Over 2/3 of the time About 2/3 of the time About 1/3 of the time Less than 1/3 of the time Never

Talking (in-person) to co-workers X

Talking (in-person) to business associates (i.e. outside contractors, vendors, etc.) X

Talking (in-person) to the public (including guests) X

Talking on the telephone and/or video conferencing X

Written communication to co-workers X

Written communication to business associates (i.e. outside contractors, vendors, etc.) X

Written communication to the public (including guests) X

Supervising employees or monitoring services provided by outside consultants, vendors and suppliers X

Responding to written or verbal requests from co-workers X

Responding to written or verbal requests from business associates (i.e. outside contractors, vendors, etc.) X

Responding to written or verbal requests from the public (including guests) X

Training and/or giving verbal instructions X

Training and/or giving written instructions X

Receiving verbal instructions X

Receiving written instructions X

Reading X

Visiting and/or working at other work sites X

WORK ENVIRONMENT

• Primarily work indoors in an air-conditioned environment.
• Generally Monday through Friday, minimum 8:00 a.m. – 5:00 pm. Holiday and weekend work may be required.
• Must be flexible with work schedule, pending the need to deliver services outside the normal work shift.

MATERIAL OR EQUIPMENT DIRECTLY USED

Uses a personal computer and other office machines and equipment such as a calculator, telephone, copy machine, fax machine, other equipment as required, and various office supplies and writing instruments to carry out duties.

Hotels and Resorts of Halekulani is an Equal Opportunity Employer and does not discriminate against any employee or applicant for employment because of race, color, sex, age, national origin, religion, sexual orientation, gender identity, status as a veteran, and basis of disability or any other federal, state, or local protected class.