ENGINEERING ADMINISTRATIVE ASSISTANT

Position: Engineering Administrative Assistant Reports to: VP of Asset Management

Department: Engineering   FLSA: Non-Exempt

 Updated: 2026

Job Summary:

 The Engineering Administrative Assistant is a Full Time position, eligible for benefits. Schedule is Monday to Friday, 8:00am – 4:30pm. This role bridges the gap between executive engineering leadership and the frontline execution of maintenance and facility care.The ideal candidate is highly organized, attentive to detail, energetic professional capable of maintaining autonomous operational governance over a high volume of clerical and technical tasks. Success in this role requires a dual-focus approach: the ability to execute independent administrative functions with minimal supervision and a proactive commitment to collaborative support for club-wide operational goals. By merging executive-level support with a hands-on "can-do" attitude, the Assistant fosters an environment of innovation and excellence, ensuring the Engineering Department remains a cornerstone of the Club’s success.

Primary Responsibilities:

Administrative and Operational Support

• Maintain accurate retail, inventory, receiving, and product records.
• Lead the A/P by maintaining updated account statements, payments, credits, etc. with accuracy monthly, including filing invoices and related documentation.
• Support the organization of departmental files, reports, and administrative materials.
• Communicate effectively with department leaders, Purchasing, Accounting, and vendors when necessary.
• Assist with special projects, departmental events, audits, and other operational needs.
• Maintain confidentiality and follow all departmental policies, procedures, and service standards.
• Answer all incoming calls within three rings with a "smile in one’s voice"; accurately route calls, take detailed messages, and assist members, guests, and vendors with professional courtesy.

Job Requirements:

• Organization and attention to detail

• Advanced proficiency in Word, Excel, Outlook, and PowerPoint

• Accuracy and accountability
• Initiative and resourcefulness, fast learner
• Flexibility and teamwork
• Time management and prioritization
• Professional communication
• Luxury member and guest service

• High School diploma or equivalent is required.
• Must have a valid Drivers License.
• Preferred 2 – 3 years of experience.

• Previous administrative, inventory, hospitality or luxury service experience preferred.
• Strong organizational skills and attention to detail.
• Comfortable using computers and able to learn new software quickly.
• Strong written and verbal communication skills.

Behavioral Competencies and Professional Attributes 

• Ability to prioritize tasks and manage multiple responsibilities in a fast-paced environment.
• Dependable, proactive, flexible, and willing to assist wherever needed.

• Ability to work effectively under pressure, manage strict time restraints, and maintain composure in high-stress situations.
• Exemplify Integrity: Demonstrate unwavering honesty and fairness; maintain strict confidentiality regarding proprietary company information and personnel matters.
• Foster camaraderie: Act as a dedicated team player, developing strong working relationships across all club departments and generating positive energy and excitement.
• Proactive "Can-Do" Attitude: Identify trends through report analysis and notify management of unusual matters of significance before they become critical issues.
• Hospitality Focus: Interact positively with members and guests through eye contact, smiling, and helping with a genuine passion for service excellence.
• Professional Presentation: Maintain a clean, professional appearance and adhere to the highest standards of personal hygiene throughout every shift. These behavioral standards ensure a high level of service, which must be maintained even when facing the physical and environmental demands of the role.

Physical Requirements:

• Ability to stand, walk, bend, reach, and move throughout the office and at designated work areas.
• Ability to perform computer and administrative work for extended periods.

Working Conditions:

• Tropical climate.

This description is not necessarily an exhaustive list of all responsibilities, skills, duties, requirements, efforts or working conditions associated with the job. While this is intended to be an accurate reflection of the current job, management reserves the right to revise the job or to require that other or different tasks be performed when circumstances (changes in personnel, workload, rush jobs, emergencies, or technological developments) change.