This site uses cookies. To find out more, see our Cookies Policy

(Part Time) Facilities Administrator in 47 Park Street Grand Residences by Marriott at Marriott Vacations Worldwide

Date Posted: 5/1/2019

Job Snapshot

Job Description

Are you ready to grow your dream career while making others' vacation dreams come true? Marriott Vacations Worldwide is a world premier organization for Vacation Ownership with resorts at destinations around the globe. Join our team and help deliver unforgettable experiences that make vacation dreams come true.

POSITION SUMMARY

The Facilities Administrator will have a key role onsite ensuring everyday compliance within engineering and facilities is adhered to. Working closely with the Chief Engineer and Head of Safety and Security to ensure that all jobs and projects are completed in an efficient and timely manner.

Follow all company and safety and security policies and procedures; report maintenance problems, safety hazards, accidents, or injuries; and complete safety training and certifications. Ensure uniform and personal appearance is clean and professional, maintain confidentiality of proprietary information, and protect company assets. Welcome and acknowledge all guests according to company standards, anticipate and address guests' service needs, and assist individuals with disabilities. Speak with others using clear and professional language. Develop and maintain positive working relationships with others and listen and respond appropriately to the concerns of other employees. Ensure adherence to quality expectations and standards. Reach overhead and below the knees, including bending, twisting, pulling, and stooping. Visually inspect tools, equipment, or machines. Move, lift, carry, push, pull, and place objects weighing less than or equal to 50 pounds without assistance. Move up and down stairs, service ramps, and/or ladder. Grasp, turn, and manipulate objects of varying size and weight. Perform other reasonable job duties as requested by Supervisors.

CRITICAL TASKS

Specific Administration Tasks

  • Answer and action phone calls, record and deliver messages where appropriate dispatching requests to Engineers.
  • Assist the Chief Engineer & Head of Safety and Security / Engineers with logs and checklists.
  • Maintain maintenance department office supplies and record, if needed.
  • Liaise withChief Engineer & Head of Safety and Security / Engineers for order supplies, uniforms, other miscellaneous supplies and tools and update stock lists.
  • Stock control of maintenance materials and electrical light bulbs.
  • The preparation of requisitions, to raise & place purchase orders.
  • Assist Chief Engineer and Head of Security with cost analysis spread sheet as against budget.
  • Create and maintain filing systems.
    • Receiving of goods, checking & filing of delivery advice notes.
    • Filing and other miscellaneous tasks that may require lifting small boxes of supplies and other materials.
    • Keep current sheets in an organized binder for associates' access -- lockers, badges, uniforms.
    • Engrave name tags.
    • Tracking of key controls.
    • To monitor work being done and highlight any urgent issues to Management.
    • Assist with completion of security audits -- Steton.
    • Update of fire life safety documentation.
    • Update and post all pertinent information on bulletin board for associates.
    • Create and type office correspondence using computer and replying to correspondence for the department.
    • To work with departmental colleagues on any projects or ad-hoc tasks as allocated by the Manager.
    • Maintain confidentiality and security of employee and property records, files, and information.
    • To comply with any reasonable instructions issued by Management.
    • To be fully conversant with the Hotel Fire and Emergency operations.
    • To know and follow the Health & Safety at Work Act.
    • Ensuring all health and safety records are in place and action on a daily basis.
    • To attend any training sessions as and when required.
    • To maintain up-to-date training records for Engineering personnel in relation to H&S matters.
    • Coordinate mandatory training for site.

Communication

  • Talk with and listen to other employees to effectively exchange information.
  • Exchange information with other employees using electronic devices (e.g., deck phone and two-way radios, email).
  • Speak to guests and co-workers using clear, appropriate and professional language.
  • Discuss work topics, activities, or problems with coworkers, supervisors, or managers discreetly and quietly, avoiding public areas of the property.
  • Prepare and review written documents (e.g., daily logs, MOD reports etc.), including proofreading and editing written information to ensure accuracy and completeness.
  • Answer telephones using appropriate etiquette including answering the phone within 3 rings, answering with a smile in one's voice, using the callers' name, transferring calls to appropriate person/department, requesting permission before placing the caller on hold, taking and relaying messages, and allowing the caller to end the call.

Coordinate with Others

  • Communicate with coworkers when necessary to resolve maintenance issues.
  • Coordinate with other departments using telecommunications devices in order to respond to requests and resolve maintenance issues.

Guest Relations

  • Address guests' service needs in a professional, positive, and timely manner.
  • Provide assistance to individuals with disabilities, including assisting visually, hearing, or physically-impaired individuals within guidelines (e.g., escorting them when requested, using words to explain actions, writing directions on paper or moving objects out of the way).
  • Welcome and acknowledge each and every guest with a smile, eye contact, and a friendly verbal greeting, using the guest's name when possible.
  • Actively listen and respond positively to guest questions, concerns, and requests using brand or property specific process (e.g., LEARN, PLEASED, etc) to resolve issues, delight, and build trust.

Safety and Security

  • Report work related accidents, or other injuries immediately upon occurrence to manager/supervisor/HR.
  • Be aware and follow company and department safety and security policies and procedures to ensure a clean, safe, and secure environment i.e. contractors, COSHH.
  • Follow policies and procedures for the safe operation and storage of tools, equipment, and machines.

Policies and Procedures

  • Protect the privacy and security of guests and coworkers.
  • Maintain confidentiality of proprietary materials and information.
  • Follow company and department policies and procedures.
  • Protect company tools, equipment, machines, or other assets in accordance with company policies and procedures.
  • Perform other reasonable job duties as requested by Manager.

Working with Others

  • Partner with and assist others to promote an environment of teamwork and achieve common goals.
  • Actively listen to and consider the concerns of other employees, responding appropriately and effectively.
  • Support all co-workers and treat them with dignity and respect.
  • Develop and maintain positive and productive working relationships with other employees and departments.
  • Handle sensitive issues with employees and/or guests with tact, respect, diplomacy, and confidentiality.

Physical Tasks

  • Reach overhead and below the knees, including bending, twisting, pulling, and stooping.
  • Move, lift, carry, push, pull, and place objects weighing less than or equal to 75 pounds without assistance.
  • Enter and locate work-related information using computers
  • Move up and down stairs and/or service ramps.
  • Move over sloping, uneven, or slippery surfaces.
  • Read and visually verify information in a variety of formats (e.g., small print).

Maintain Building and Property

  • Report any serious maintenance problems, unusual findings, or safety hazards immediately to the.

Workshop

  • Maintain purchase orders log and file purchase orders upon payment, ensuring that orders match packing slips.
  • Mark stock items using identification tags, stamps, electric marking tools, or other labeling equipment.
  • Determine proper storage methods, identification, and stock location based on turnover, environmental factors, and physical capabilities of facilities.

PREFERRED QUALIFICATIONS

Education

Minimum GCSE or equivalent

Related Work Experience

One-year office experience in an administrator role

Supervisory Experience

No supervisory experience is required

CRITICAL COMPETENCIES

Personal Attributes

  • Integrity
  • Dependability
  • Positive Demeanor
  • Presentation
  • Initiative
  • Stress Tolerance
  • Adaptability/Flexibility
  • Safety Orientation
  • Adaptability/Flexibility

Interpersonal Skills

  • Team Work
  • Interpersonal Skills
  • Customer Service Orientation
  • Diversity Relations

Communications

  • Telephone Etiquette Skills
  • English Language Proficiency
  • Communication
  • Writing
  • Listening
  • Applied Reading
  • Form, Report, and Log Completion
  • Electronic Communication

Organization

  • Detail Orientation
  • Multi-Tasking
  • Time Management
  • Planning and Organizing

Analytical Skills

  • Computer Skills
  • Learning

General Administration

  • Typing
  • Filing
  • Maintain Files and Records

Computer Software

  • Microsoft Office
  

Marriott Vacations Worldwide is an equal opportunity employer committed to hiring a diverse workforce and sustaining an inclusive culture.

CHECK OUT OUR SIMILAR JOBS

  1. Administrative Jobs
  2. Bookkeeper Jobs