Engineering Coordinator
IHG · Malaysia
Specific Accountabilities
- Coordinates and distributes work orders to technical staff whenever required Day-to-day secretarial work including typing, filing, telexes, faxes, telephones, etc.
- Ensures distribution of documents, letters, telexes, faxes, memos, and information etc. on timely basis.
- Arranges internal and external appointments.
1. Administration & Regional Support
Document Translation: Translate incoming mail, documents, and articles as required.
Record Keeping: Ensure the safekeeping and proper filing of all contracts, financial records,
energy reports, and other critical documentation.
Regional Files: Assist in maintaining regional files and follow up on monthly reporting from
other hotels within the region.
Office Supervision: Oversee the usage of stationery and the photocopy machine within the
engineering department.
Executive Assistance: Assist in handling administrative matters related to the duties of the
Regional Director of Engineering as requested.
2. Inventory & Storekeeping
Storage Optimization: Ensure all merchandise and materials are stored under optimal
conditions and are ready for distribution.
Receiving: Verify the quantities of all arriving materials against delivery documents.
Inventory Control: Maintain a complete inventory system utilizing identifying labels that include
item number, name, issue unit, and minimum/maximum stock levels.
Issuing Goods: Ensure all items issued from stores are backed by properly completed
storeroom requisitions, ensuring code numbers are clear and the "issued by" section is signed.Logging: Record each requisition before providing a copy to the recipient and updating the
logs.
Re-order Verification: Physically verify stock levels for items at their re-order point before
submitting the list to the Director of Engineering (DE) or their delegate.
Financial Reporting: Prepare monthly store inventory reports adhering strictly to established
storekeeping accounting rules.
3. People Management & Compliance
Attendance Tracking: Prepare monthly staff attendance records as needed.
Schedule Adherence: Ensure punctual attendance and strict adherence to duty schedules by
all subordinate staff.
Grooming Standards: Ensure personal grooming and hygiene standards are met, conducting
morning spot checks as necessary.
Policy Enforcement: Guarantee hotel rules, regulations, and house rules are fully followed,
actively preventing policy infringements including, but not limited to:
Sleeping while on duty.
Arriving late at the start of a shift or departing early at the end of a shift.
Neglecting or failing to follow up on guest complaints.
Failing to adhere to hotel grooming standards.
Responsible Business
- Be aware of the duty of care and adhere to IHG's various workplace health and safety related policies and procedures.
- Be familiar with property safety, first-aid and fire and emergency procedures and operate equipment safely and sensibly.
- Complies with hotel's Health, Safety & Hygiene Policy.
- Ensures that all storage areas are clean and maintain high standards of hygiene.
- Perform other duties as assigned by superiors.