Engineering Administrator McGregor Square

Engineering Administrator McGregor Square

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The engineering administrator is aware of and coordinates, from an administrative viewpoint, the day-to-day activities and business functions of the engineering department. Coordinates directly with the McGregor Square Operations Team daily on various administrative tasks.

• Responsible for the day-to-day operation of the engineering department’s administrative activities, including receiving, logging, assigning and scheduling work order request: operating the department’s management information systems, and managing all written communication between the engineering department, other internal departments, hotel engineering staff, Office tenants, vendors and agencies.

• Responsible for Angus the web based work order and preventative maintenance software used by the engineering department. Will be responsible for adding users, training new people on Angus, entering in new equipment and scheduling PM’s for equipment. Works to assure that all work orders are issued timely and being completed satisfactorily.

• Responsible for purchasing of department supplies, processing purchase requisitions, issuing purchase orders, receiving materials and processing invoices for payment with CFO.

• Responsible for creating and issuing access FOB’s for all employees, office tenants, and vendors.

• Responsible for scheduling and coordinating all city and state required inspections. Including fire alarm, fire suppression, ansul systems, grease hood cleaning, elevator testing, fall protection, water backflows and boilers, etc.

• Responsible for maintaining all standard operating procedures, files, documents and records critical to department operation and in compliance with the organization’s requirements and standards.

• Responsible to the organization to ensure that work requests are received, reviewed and acted upon by engineering department technicians or outside contractors in a timely manner with follow-up activities as required to ensure satisfactory completion.

• Work is assigned by the Assistant Director of Engineering, Senior Director of Engineering, COO and CFO.

• This position is considered a management position within the department, and as such requires a high level of self-discipline to position the department proactively in the organization with a high level of “customer service” spirit, both internally and externally to the department.

• This position also handles requests from the Engineering staff in order to insure that proper paperwork is completed for their project and preventative maintenance work.

• Assist Operations and Security Departments as needed with ordering, invoicing, etc. as required.

• Liaison between the CEO and COO of McGregor Square and Engineering Department

• Document Management – including drawings (both hard and pdf copies), Operation Manuals, Warranties, Vendor Agreements, City Permits, etc.
• Work is assigned by means of verbal or written orders and is carried out by the position in accordance with standard practices
• Assists in other work areas at McGregor Square or ballpark as needed or directed by the Senior Director of Engineering.
• Expected to exercise independent judgment in times of immediate need or emergency situations.
• Maintain inventory of supplies and the ability to order from suppliers.
• Duties are not specifically limited to the identified areas listed above and may be assigned at any time.

• High School Diploma or GED
• Computer Skills
• Microsoft Office (Outlook, Windows, Excel, Power Point) etc.
• PDF Software knowledge
• Online work order and preventive maintenance systems
  - Yardi, 24/7, Angus Anywhere, etc.
• 3 years Facilities engineering department
• Experience in similar administrative position
• 2 years secretarial experience
• Business degree (Desirable)
• Report writing capability (Desirable)
• Construction or Facility Maintenance experience (Desirable)
• 3 years staff management experience (Desirable)
• Accounting experience…