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 city’s 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.