Engineering Coordinator bei Proper Hospitality
Proper Hospitality · Miami Beach, Vereinigte Staaten Von Amerika · Onsite
- Professional
- Optionales Büro in Miami Beach
Introducing The Shelborne by Proper, a holistic restoration of Miami’s iconic beachfront landmark. Now open, the hotel has undergone an extensive transformation that honors its storied past while embracing modern luxury. The revitalized property preserves the 1940 Art Deco distinction and authentic charm originally envisioned by celebrated architects Morris Lapidus and Igor Polevitzky. From reimagined interiors to refreshed guest experiences, every detail reflects a seamless blend of heritage and contemporary sophistication.
The Shelborne will introduces four vibrant new food & beverage destinations to the neighborhood, each suited for warm weather dining, with an all-day signature restaurant, a lobby bar- lounge, and curated cafe. Resort amenities include a spacious pool and lush garden lounge, indoor-outdoor cabanas, sundeck terrace, state-of-the-art fitness center, dedicated access to a private beach club, and more than 15,000 square feet of indoor-outdoor meeting & event space.
Job Summary:
The Engineering Coordinator is responsible for providing administrative support to the engineering team, ensuring smooth and efficient daily operations. This role involves managing schedules, organizing documents, coordinating meetings, and assisting with various administrative tasks related to engineering projects. The ideal candidate will be highly organized, detail-oriented, and capable of handling multiple tasks simultaneously in a fast-paced environment.
Essential Job Duties and Responsibilities
- Administrative Support:
- Provide general administrative assistance to the engineering team, including scheduling meetings, arranging appointments, and managing calendars.
- Prepare and organize documents, reports, and presentations for engineering projects and meetings.
- Assist with creating, proofreading, and distributing project-related correspondence, including memos, emails, and meeting notes.
- Coordinate the preparation and filing of engineering documents, ensuring proper organization and accessibility.
- Maintain and update engineering-related records, databases, and spreadsheets.
- Submit and process all invoices and purchase orders, ensuring accuracy and timely submission in coordination with the accounting department.
- Project Coordination & Scheduling:
- Assist in coordinating engineering project schedules, ensuring that deadlines are met and resources are available.
- Track project timelines and deliverables, providing reminders and follow-ups as needed.
- Schedule and coordinate meetings, site visits, and inspections for engineering projects.
- Ensure that all project-related materials and documentation are organized and available for team members.
- Manage engineering tickets in the project management application, ensuring that all tickets are tracked, updated, and closed in a timely manner.
- Communication & Liaison:
- Serve as a point of contact for internal and external stakeholders, communicating project updates and answering inquiries related to engineering tasks.
- Coordinate with vendors, contractors, and other departments to facilitate project progress and resolve any issues that may arise.
- Help prepare and distribute reports, memos, and other communication materials to ensure smooth coordination across teams.
- Assist with ensuring that engineers have all the necessary tools and information for projects, such as specifications, drawings, and project updates.
- Document Management & Filing:
- Maintain accurate and up-to-date files for engineering projects, including contracts, change orders, permits, drawings, and technical specifications.
- Ensure that documents are stored securely and in compliance with company policies.
- Organize and maintain both physical and electronic files for quick retrieval by engineers and other team members.
- Budget & Cost Management Support:
- Assist in tracking and organizing project budgets and expenses.
- Help prepare and maintain financial records related to engineering projects, including purchase orders, invoices, and receipts.
- Coordinate with the accounting department to ensure timely processing of payments and reimbursements for project-related costs.
- Office Management & Supplies:
- Order and maintain office supplies, including materials needed for engineering projects and general office administration.
- Track and manage inventory of office and project-related equipment.
- Assist in setting up meeting spaces, conference calls, or virtual meetings for the engineering team.
Education and/or Experience
- High school diploma or equivalent required; an associate degree in business administration, engineering, or a related field is preferred.
- Previous experience in an administrative role, preferably in an engineering or technical environment, is preferred.
- Familiarity with engineering terminology, processes, and documentation is a plus.
- Experience with project management tools, document management systems, or software such as Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) is essential.
Skills/Specialized Knowledge
- Strong organizational skills with the ability to prioritize tasks and manage time effectively.
- Excellent communication skills, both verbal and written, with the ability to interact professionally with internal and external stakeholders.
- Detail-oriented with the ability to maintain accuracy while managing multiple projects.
- Proficient in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook), and familiarity with engineering or project management software is a plus.
- Strong problem-solving abilities and the ability to handle administrative challenges efficiently.
- Ability to work well independently and as part of a team in a fast-paced, deadline-driven environment.
Physical Demands
- Ability to sit or stand for extended periods.
- Ability to lift and carry light office supplies (up to 25 pounds).
- Ability to work in a standard office environment, with some occasional travel to project sites if necessary.
Company Overview
Proper Hospitality is a diverse team of passionate individuals who share a common love for hotels and the art of hospitality. Our philosophy is simple: there is a right way to do things, and anything less just isn’t proper. We are seeking the best of the best—both within and outside the industry—to join us in building a new kind of lifestyle hospitality company, inspired by a centuries-old tradition. Our work is challenging and fast-paced, but above all, it is rewarding.
To achieve our vision—to inspire and transport people—we seek like-minded candidates who embody our ethos, The Pillars of Proper:
- Care Proper: We are natural and gracious hosts to all.
- Achieve Proper: We are committed to excellence.
- Imagine Proper: We are resourceful.
- Present Proper: We have an appreciation for style and culture.
Proper Hospitality is an equal-opportunity employer. We provide employment opportunities to all individuals regardless of race, color, religion, sex, national origin, age, disability, gender identity or expression, genetics, or any other federally or state-protected category.
