Maintenance Administrator


Summary:

Who We Are

White Lodging develops and operates a portfolio of award-winning, premium-brand hotels, rooftop bars, and restaurants in some of the country’s best cities to live. We know that the hospitality business, like life, is about how you make people feel. That’s where you come in. You’ll help bring the virtue of hospitality to life while we create an environment that allows you to be your best self and grow.

Summary

The Engineering Administrative Assistant supports the Engineering leadership team in the daily operations of the hotel’s facilities department. This role ensures efficient administrative workflows, accurate recordkeeping, and effective communication across departments, vendors, and engineering staff. The position plays a critical role in compliance management, preventive maintenance support, and upholding the property’s luxury brand standards.




Responsibilities


What You’ll Do

  • Serve as the primary administrative liaison for the Engineering department.
  • Manage the Computerized Maintenance Management System (CMMS), including Transcendent and GXP, by entering, assigning, and closing work orders and preventive maintenance tasks.
  • Track and distribute daily work assignments, shift logs, and reports for engineers and technicians.
  • Maintain compliance documentation for safety inspections and critical systems including fire/life safety, elevators, boilers, pools, HVAC, and related equipment.
  • Support Engineering leadership with reports, presentations, and updates for Executive Committee and Ownership meetings.
  • Assist with budget tracking, invoice processing, purchase orders, and vendor contract administration.
  • Maintain inventory records for tools, equipment, parts, and supplies.
  • Coordinate vendor visits, ensuring certificates of insurance, permits, and documentation are received and filed.
  • Draft and distribute departmental communications, training schedules, and meeting minutes.
  • Ensure all engineering records, permits, MSDS/SDS documentation, and compliance logs are organized and audit-ready.
  • Uphold confidentiality and professionalism when handling sensitive operational information.

What You’ll Bring

  • High school diploma or equivalent required; associate’s or bachelor’s degree in business administration, hospitality, or a related field preferred.
  • Minimum of 2 years of administrative support experience, preferably within a hotel, resort, or hospitality environment.
  • Strong accounting and financial tracking skills.
  • Proficiency in Microsoft Office Suite (Excel, Word, PowerPoint, Outlook).
  • Experience with CMMS platforms such as Transcendent, GXP, HotSOS, SynergyMMS, or similar systems preferred.
  • Excellent organizational skills with strong attention to detail and ability to manage competing priorities.
  • Strong written and verbal communication skills to interact effectively with associates, leadership, and vendors.
  • Familiarity with hotel engineering and maintenance terminology is a plus.


Other Information

What You Can Look Forward To

  • Day 1 Medical, Dental, and Vision Insurance
  • Paid Parental Leave
  • Vacation and Paid Time Off (PTO) with rollover
  • Tuition Reimbursement
  • Complimentary wellness tools
  • Unlimited referral bonuses
  • 401(k) with company match
  • Leadership development opportunities
  • Discounts on hotel rooms, dining, and travel/entertainment experiences



White Lodging is an equal opportunity employer. We value diversity and are committed to creating an inclusive environment for all associates.

Location Code: 2558

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