Engineering Administrative Assistant

Property:  HOTEL IRVINE (1100)

Irvine, CA, 92614

Division:  Hotel Irvine (HI)
Req ID:  31935

Position Summary:

The Engineering Administrative Assistant is required to assist in general administrative tasks such as answering phones, faxes, copying, filing, organizing, mailing, and expediting information as needed by each manager. The Engineering Administrative Assistant routinely orders all department supplies, supports the financial department by reviewing, tracking all PO, non-PO invoices and obtaining approvals for all purchases made. 

Job Duties:
  • Own and manage the month-end closing process for engineering, including all accruals, re-classes, P&L variance and completes executive commentary report monthly. 
  • Balance and updates engineering checkbook, reconciling invoices in a timely matter.
  • Prepares all  material orders, assigns PO’s, inserts into SAP system for approvals and track deliveries.
  • Prepares all Capital Expenditure project requests for all hotel departments and submits for management signature approval. 
  • Assists DOE and DOF with preparing the annual budgeting and planning process for Engineering.
  • Works directly with Corporate Contract Compliance division with the contractor agreements and ensuring vendor certificates of insurance are up to date and maintain database.
  • Maintain hotel permit and inspection log book.
Minimum Qualifications / Other Expectations:
  • 1 to 3 years of experience in administrative support or relevant work experience.
  • Experience in the hospitality industry or similar industry is preferred.
  • Bachelor's degree preferred.
  • Must be organized and capable of managing tasks on multiple, concurrent projects.
  • Must have excellent verbal and written communication skills.
  • Must have well-developed interpersonal skills with the ability to establish highly functional relationships with diverse personalities both within and outside the company.
  • Project a professional image and demeanor.  
  • Understand, apply, and comply with all company policies and procedures.
  • Strong computer skills: MS Office Office Suite; Google Suite experience preferred.


While performing the duties of this job, the employee is frequently required to stand, walk, sit, talk or hear, use hands and/or reach with hands and arms, climb, balance, stoop, kneel, crouch, crawl, push and pull carts, taste and smell. 

The employee as part of their daily duties may be required to lift items up to 50 pounds above the waist, 21 pounds below the waist, stooping/working bending over for sustained periods of time, unilateral balance 15 seconds or more per leg and climbing a ladder occasionally.


About Us:
Hotel Irvine (a part of Irvine Company’s Coastal Collection) is an independent lifestyle hotel that’s redefining where business stays.

A breath of fresh air in an otherwise mundane sea of ordinary, Hotel Irvine offers a sleek, vibrant, look delivering a contemporary hospitality experience that provides guests with personalized service, pops of bright color and energy bursting from every space.

Our employee community is comprised of hard-working, dedicated hospitality professionals who deliver genuine, personalized service that stays with guests long after they’ve left. It’s an environment populated with talented, passionate and experienced people, a collaborative spirit and abundant opportunities.

Apply today to join our employee community, and learn more about Irvine Company, our legacy and our guiding principles.

Irvine Company is committed to providing equal opportunity in all of our employment practices, including selection, hiring, promotion, transfer, compensation, termination, and training, without regard to race, religion, color, sex, sexual orientation, gender, gender identity, national origin, ancestry, citizenship status, marital status, pregnancy, age, medical condition, genetic information, military and veteran status, disability, or any other basis protected by federal, state, and local law. Reasonable accommodation is available for qualified individuals with disabilities, upon request.

Nearest Major Market: Irvine California
Nearest Secondary Market: Los Angeles

Job Segment: Secretary, Engineer, Administrative Assistant, Administrative, Engineering