Engineering coordinator

1. Position Purpose

The Engineering Coordinator supports the Chief Engineer/Engineering Manager and the engineering team by coordinating daily engineering administration, work orders, preventive maintenance records, invoices, vendor documentation, reports, and computerized maintenance/engineering systems. The role ensures that engineering activities are properly recorded, tracked, and closed in line with five-star hotel standards.

2. Invoice & Billing Responsibilities

● Prepare, verify, and coordinate engineering-related invoices for AMC, repairs, maintenance services, spare parts, consumables, and other approved works.

● Collect and verify supporting documents such as quotations, purchase orders, work orders, service reports, delivery challans, approvals, and tax invoices.

● Check invoice quantities, rates, scope of work, GST details, vendor details, and applicable contract/PO terms before submission.

● Coordinate with Finance, Purchase, vendors, and the Engineering Manager for invoice approval and timely processing.

● Maintain an invoice tracker showing submitted, approved, pending, rejected, and paid invoices.

● Follow up on pending invoices and resolve discrepancies or missing supporting documents.

● Ensure duplicate billing is avoided and that invoices are raised only against approved work/POs as applicable.

3. Engineering System / CMMS Responsibilities

● Create, update, assign, monitor, and close engineering work orders in the hotel's CMMS/engineering management system.

● Record preventive maintenance (PPM) schedules and monitor completion status.

● Update equipment history, asset details, maintenance records, breakdown details, and corrective actions.

● Track pending work orders and coordinate with technicians and supervisors for timely closure.

● Maintain accurate records of complaints, breakdowns, PPM activities, inspections, and rectification works.

● Generate daily, weekly, and monthly system reports for management review.

● Ensure system entries are accurate, complete, and updated within the required timeline.

4. Daily Engineering Coordination

● Coordinate with Engineering Supervisors, Technicians, Housekeeping, Front Office, F&B, Kitchen, Security, and other hotel departments regarding maintenance requirements.

● Receive and coordinate guest-room, public-area, back-of-house, kitchen, laundry, and other facility maintenance requests.

● Monitor breakdown calls and escalate critical issues to the Engineering Manager/Chief Engineer.

● Prepare daily pending-work and completed-work status reports.

● Coordinate access, shutdowns, vendor visits, inspections, and maintenance activities without affecting hotel operations.

5. Preventive Maintenance & Compliance Documentation

● Maintain PPM schedules and completion records for HVAC, electrical, DG, UPS, pumps, plumbing, fire & life-safety systems, BMS, kitchen equipment, laundry equipment, and other hotel assets.

● Maintain statutory inspection and testing records, certificates, AMC documents, service reports, and calibration records as applicable.

● Track expiry dates of AMCs, licenses, certificates, service contracts, and statutory documents and provide advance reminders.

● Maintain engineering logs, checklists, meter readings, equipment records, and maintenance documentation.

6. Vendor & Purchase Coordination

● Coordinate with approved vendors for quotations, site visits, service calls, repairs, and maintenance activities.

● Follow up on purchase requisitions, purchase orders, material deliveries, and service completion.

● Maintain vendor service reports and ensure completed work is verified by the concerned engineering representative.

● Coordinate with Purchase and Stores for spare parts and engineering consumables.

7. Reports & Documentation

● Prepare daily engineering reports, monthly maintenance summaries, breakdown reports, PPM reports, utility reports, and pending-work reports as required.

● Maintain organized soft-copy and hard-copy engineering records for audits and management reference.

● Prepare MIS reports covering work orders, PPM completion, breakdowns, invoices, AMC status, and other engineering KPIs.

● Support internal, brand, client, safety, and engineering audits by providing required records and documents.

8. Five-Star Hotel Service Standards

● Maintain confidentiality, professionalism, grooming, communication, and documentation standards expected in a five-star hotel.

● Give priority to guest-impacting engineering complaints and coordinate quick resolution with the engineering team.

● Follow hotel safety procedures, permit-to-work requirements, energy-management practices, and emergency response procedures.

● Maintain professional coordination with all departments and avoid disruption to guest experience and hotel operations.

9. Key Skills & Competencies

● Good knowledge of MS Word, Excel, email communication, and engineering/CMMS software.

● Strong coordination, documentation, follow-up, and record-keeping skills.

● Basic understanding of hotel engineering systems including HVAC, electrical, plumbing, pumps, DG, BMS, fire & life safety, and utility systems.

● Ability to prepare and verify invoices, trackers, MIS reports, and supporting documents.

● Good communication and problem-solving skills with the ability to coordinate multiple tasks and priorities.

10. Key Performance Areas (KPIs)

KPI

Expected Responsibility

Work Order Closure

Timely monitoring and closure of engineering work orders.

PPM Completion

Accurate tracking and reporting of scheduled preventive maintenance.

Invoice Accuracy

Complete, accurate, and properly supported engineering invoices.

Documentation

Updated and audit-ready engineering records.

Vendor Coordination

Timely follow-up for service, materials, reports, and invoices.

MIS Reporting

Accurate and timely daily/monthly engineering reports.

11. Typical Daily Workflow

● Review pending work orders, guest complaints, PPM schedule, and priority engineering activities.

● Coordinate manpower and technicians for open complaints and scheduled maintenance.

● Update the engineering system/CMMS throughout the day and monitor pending jobs.

● Coordinate vendor visits, quotations, service reports, materials, and invoice documentation.

● Verify completed jobs and supporting documents before closure/submission.

● Prepare and circulate required daily status reports and highlight critical pending items to the Engineering Manager.

• It is a Full Time సాంకేతిక నిపుణుడు job for candidates with 0 - 1 years of experience.