Engineering Admin Executive

With thousands of hotels in over 100 countries and territories, Hilton offers countless opportunities to delight. From an open door to a welcoming smile and an exceptional experience, we offer the millions of travellers who stay with us every year a welcome they will never forget. In addition to our flagship brand, Hilton Hotels & Resorts, the family of brands includes Waldorf Astoria, LXR, Conrad, Canopy, Curio Collection, DoubleTree, Hilton Garden Inn, Hampton and many others. 

If you appreciate the impact global travel can have on the world, you may be just the person we are looking for to work as a Hilton Team Member. Because it’s with Hilton where we never forget the reason we're here: to delight our guests, Team Members, and owners alike. 

Position Summary

The Engineering Admin Executive supports the Engineering Department by ensuring efficient administrative operations, documentation control, and coordination of maintenance activities. This role plays a key part in maintaining compliance with hotel standards, supporting preventive maintenance programs, and facilitating communication between engineering, vendors, and other departments.

What will I be doing?

As the Engineering Admin Executive, you will be responsible for performing the following tasks to the highest standards:

Administrative & Documentation

·         Maintain and organize all engineering records, including maintenance logs, service reports, contracts, and compliance documentation.

·         Ensure proper filing and tracking of equipment warranties, licenses, and certifications.

·         Prepare reports, presentations, and correspondence for the Engineering team.

·         Monitor and update the Computerized Maintenance Management System (CMMS) or equivalent systems.

Maintenance Coordination

·         Assist in scheduling preventive and corrective maintenance tasks.

·         Track work orders and follow up on completion status.

·         Coordinate with internal departments to ensure timely resolution of maintenance requests.

·         Liaise with external contractors and vendors for service appointments and quotations.

Procurement & Inventory Support

·         Support the procurement process by raising purchase requests and tracking orders.

·         Maintain inventory records for engineering supplies, tools, and spare parts.

·         Ensure timely replenishment of stock and monitor usage.

Compliance & Safety

·         Assist in ensuring compliance with local regulations, safety standards, and Hilton brand requirements.

·         Maintain records for audits, inspections, and certifications (e.g., fire safety, equipment inspections).

·         Support sustainability and energy-saving initiatives.

HR & Team Support

·         Verify and maintain monthly attendance records, including overtime (OT) tracking for Engineering team members.

·         Update and manage duty rosters and shift codes accurately in the system.

·         Liaise with the Human Resources department on payroll-related submissions and discrepancies.

·         Coordinate departmental engagement activities, celebrations, and team-building initiatives.

·         Support onboarding coordination for new hires within the Engineering department (documentation, uniforms, access, etc.).

Financial & Reporting

·         Track departmental expenses and assist in budget monitoring.

·         Prepare monthly reports on maintenance activities, costs, and KPIs.

·         Assist with invoice processing and vendor payment follow-ups.

Communication & Coordination

·         Act as a liaison between Engineering and other hotel departments.

·         Support internal meetings, including scheduling and minutes-taking.

·         Handle departmental correspondence professionally and promptly.

Others

·         Carry out any other reasonable duties and responsibilities as assigned.

·         The Management reserves the right to make changes to this job description at its sole discretion and without advance notice.

What We are Looking for 

An Engineering Admin Executive serving Hilton Brands is always working on behalf of our Guests and working with other Team Members. To successfully fill this role, you should maintain the attitude, behaviours, skills, and values that follow:

·         University education and above.

·         At least 2 years of related working experience in a hotel.

·         Strong organizational and multitasking abilities.

·         Proficiency in Microsoft Office (Excel, Word, PowerPoint).

·         Familiarity with CMMS and HR systems is an advantage.

·         Good communication and interpersonal skills.

·         Attention to detail and ability to handle confidential information with discretion.

·         Experience in hotel engineering or facilities management.

·         Knowledge of payroll processes, attendance systems, and labor compliance.

·         Ability to coordinate events and engagement activities.

What will it be like to work for Hilton? 

Hilton is the leading global hospitality company, spanning the lodging sector from luxurious full-service hotels and resorts to extended-stay suites and mid-priced hotels. For nearly a century, Hilton has offered business and leisure travellers the finest in accommodations, service, amenities and value. Hilton is dedicated to continuing its tradition of providing exceptional guest experiences across its global brands. Our vision to fill the earth with the light and warmth of hospitality unites us as a team to create remarkable hospitality experiences around the world every day. And, our amazing Team Members are at the heart of it all!