Project Coordinator (Engineering)

Immerse yourself in old and new Nashville at Loews Vanderbilt Hotel - your stage for exploring the vibrant city we call home. Located minutes away from some of the citys most renowned attractions, Nashville is never short on things to see and do. Welcome to our kind of Southern Hospitality.

Loews Nashville Hotel at Vanderbilt Plaza is proud to announce we've been named to the 2024 TopWorkplaces list! If you're looking for a work environment that is genuinely Nashville, and soulfully inspired the Loews Nashville Hotel at Vanderbilt Plaza on West End is the perfect place for you! Join our family of team members to be a part of a dynamic work culture and enjoy these amazing at work perks:

• Competitive wages

• Paid vacation after 6 months of employment

• Paid sick time and holiday pay

• Health & well-being benefits after 60 days of employment

• 401(k) with employer matching

• Free onsite parking and discounted bus passes

• Complimentary meals

• Discounted hotel stays

• Career development programs and tuition reimbursement

• Community volunteer opportunities

Essential Functions and Responsibilities:

• Answer phones, take and transmit messages

• Greet vendors, suppliers and visitors to the department

• Assist, direct subcontract labor, vendors and/or suppliers to the areas needing their attention

• Process all Maintenance Requests Work Orders transmitted to department

• Maintain completed Maintenance Requests records

• Return department copy of all completed Maintenance Requests to initiating department

• Processes all Capital expenditures

• Develops and fosters relationships with preferred/alliance vendors to ensure clear communication, create an environment of partnership, and enforce contractually committed levels of service, quality, delivery and cost

• Prepares bids, evaluate analysis for Director of Engineering review

• Prepare purchase requisitions for all materials necessary to maintain daily operation of department

• Upon receipt of approved purchase requisition, prepare purchase order and distribute copies to appropriate parties.

• Work with Finance team to track accounts payable and prepare regular updates for review with Director of Engineering

• Track change orders, invoices, and payments to ensure predictable processing and payment

• Responsible for recording and archiving project documentation and record keeping, including meeting minutes and regular architect/contractor communication

• Prepares, finalizes, and distributed requests for proposal to vendors with guidance from Director of Engineering

• Manages the receipt and internal distribution of vendor responses and, as appropriate, reviews proposals, conducts bid evaluation analysis, coordinates bid defenses, compiles selection criteria/requirements, and adheres to selection criteria while meeting timelines and budgetary constraints

• Confirm receipt of purchase order by vendor and track progress till received

• Receive deliveries/confirm accuracy of shipping invoice by comparison to purchase order

• Code incoming invoices with proper departmental codes for Chief Engineer cost allocation

• Maintain materials purchase order files for all vendors/suppliers

• Maintain/Update departmental Check Book / expense log, cross-reference to budgetary guidelines for analysis of operating efficiency. Bring discrepancies to Director and/or Assistant Directors attention as needed

• Work with Accounting Department to resolve any problems associated with purchase orders/receiving tickets

• Maintain daily attendance and payroll related records to include sign in/out logs, overtime authorization forms, vacation and sick leave records for all departmental employees

• Prepare payroll analysis information for review by Director

• Establish and maintain records system to document all departmental employee training activities

• Maintain appointment calendar for Director, track appointments and inform him of scheduled meetings

• Establishes daily work assignments, and directs flow of same to completion

• Reviews all completed work orders, and inspects completed work as needed to ensure accuracy and quality

• Ensures maintenance shop adherence to cleanliness and safety standards

• Attends all required hotel meetings to keep abreast of in-house activities/promotions and events; maintain communications with other departments within the hotel

• Assist Director and Assistant Director in preparation of all required reports

• Maintains copies of and completion log for all required reports

• Maintain equipment preventive maintenance service records

• Keep minutes for all departmental meetings

• Organize and maintain department file records

• Produce/assist in production of all reports generated by department

• Maintain listing of all hotel storage areas and their contents, provide information to departments as requested

• Maintain SDS files to conform with OSHA required standards

• Other duties as assigned

General

• Understanding and knowledge of basic accounting principles

• Strong interpersonal and time management skills with collaboration mindset

• Promotes applies teamwork skill at all times

• Notifies appropriate individual promptly and fully of problems and/or unusual matters of significance

• Is polite, friendly, and helpful to guests, management and fellow employees

• Attends appropriate hotel meetings and training sessions

• Complies with required safety regulations and procedures

• Complies with hotel and department standards, policies and rules

• Recycles whenever possible

• Remains current with hotel information and changes

• Complies with hotel uniform and grooming standards

• Maintains cleanliness and excellent condition of equipment and work area

• Executes emergency procedures in accordance with hotel standards

Qualifications

• Prior project coordinator/manager experience and/or engineering administrative experience, preferred

• Knowledge of Engineering/Maintenance operations strongly preferred.

• Relevant and applicable experience working in an administrative capacity required.

• Effective verbal and written communications skills.

• Typing/Keyboarding skills required.

• Exceptional organization and record maintenance skills.

• Proficient computer skills Microsoft Office Suite (Excel, Word, Microsoft Project and PowerPoint); HotSOS experience preferred

• Must have the ability to work flexible schedule to include weekends and holidays.