Job Location:
Souq Waqif Boutique Hotel By Tivoli
Tivoli Hotels & Resorts is a collection of luxury hotels and resorts set in idyllic beaches and cosmopolitan locations, from iconic destinations in Europe to the Middle East, and from Brazil to Asia. We are timeless, dedicated, and distinctive — evoking a time when hotel stays were grand experiences and travel meant life slowed down for a while.
Founded in 1933, Tivoli’s long-standing heritage is built on extraordinary service, authentic local experiences, and a genuine dedication to the art of hospitality. If you share a passion for making every guest feel they have arrived somewhere truly special, Tivoli is where your story belongs.
Job Summary
The Cluster Engineering Coordinator provides administrative, operational, and coordination support to the Engineering Department across Souq Waqif Boutique Hotels by Tivoli, Al Najada Hotel by Tivoli, Al Najada Doha Hotel Apartments by Oaks.
The role is responsible for coordinating engineering activities, maintaining accurate records, following up on maintenance requests and preventive maintenance schedules, supporting procurement and vendor coordination, and ensuring effective communication between the Engineering Department and other hotel departments.
The ideal candidate should be highly organized, detail-oriented, proactive, and capable of managing multiple priorities across several properties while maintaining confidentiality and professional standards.
Key Responsibilities
Engineering Coordination & Administration
- Provide day-to-day administrative and coordination support to the Cluster Engineering team.
- Coordinate engineering activities and follow up on outstanding maintenance requirements across all assigned properties.
- Maintain accurate records of maintenance requests, work orders, inspections, and engineering reports.
- Monitor and follow up on daily maintenance requests to ensure timely completion.
- Coordinate communication between Engineering, Front Office, Housekeeping, Food & Beverage, Security, and other operational departments.
- Prepare daily, weekly, and monthly engineering reports as required.
- Maintain organized filing systems for engineering documents, records, certificates, contracts, and correspondence.
- Assist the Cluster Director of Engineering with scheduling meetings, inspections, and departmental activities.
Preventive Maintenance
- Assist in coordinating and monitoring preventive maintenance schedules across the three properties.
- Follow up with Engineering team members to ensure scheduled maintenance tasks are completed on time.
- Maintain updated preventive maintenance records and reports.
- Highlight overdue or outstanding maintenance activities to the Cluster Director of Engineering.
- Assist in coordinating inspections of guest rooms, public areas, back-of-house areas, plant rooms, and engineering facilities.
Work Orders & Maintenance Requests
- Receive, record, distribute, and monitor maintenance requests and work orders.
- Follow up with the relevant engineering personnel on pending jobs.
- Maintain an updated status of open and completed work orders.
- Coordinate with requesting departments to confirm completion and satisfaction.
- Escalate urgent or unresolved maintenance issues to the appropriate Engineering Manager or Cluster Director.
Procurement & Inventory Support
- Assist with the preparation and processing of purchase requests, purchase orders, and engineering-related documentation.
- Coordinate with Procurement and suppliers regarding the delivery of spare parts, tools, equipment, and consumables.
- Maintain records of engineering purchases and supplier documentation.
- Assist in monitoring engineering stock levels and highlighting items requiring replenishment.
- Support the Engineering team in obtaining quotations and maintaining supplier records.
Contractor & Vendor Coordination
- Coordinate appointments, site visits, inspections, and maintenance activities involving external contractors and service providers.
- Maintain records of contractor visits, service reports, quotations, contracts, and certificates.
- Follow up on pending contractor work and ensure required documentation is submitted.
- Assist in coordinating access and work schedules with Security and relevant hotel departments.
Compliance & Documentation
- Maintain up-to-date records of equipment inspections, statutory certificates, licenses, service agreements, and maintenance contracts.
- Assist the Engineering Department in ensuring compliance with hotel standards, local regulations, health and safety requirements, and brand requirements.
- Support internal and external engineering audits and inspections by ensuring required documentation is readily available.
- Maintain confidentiality of engineering, operational, financial, and supplier information.
Energy & Sustainability Support
- Assist in monitoring utility consumption, including electricity and water, across the properties.
- Maintain records of utility readings and support the Engineering team in identifying unusual consumption patterns.
- Assist with sustainability initiatives and energy-saving programs.
- Coordinate documentation related to environmental and sustainability initiatives.
Communication & Coordination
- Maintain effective communication between the Engineering Department and other hotel departments.
- Prepare and distribute engineering-related communications, schedules, and reports.
- Attend departmental meetings and prepare minutes or action points when required.
- Follow up on outstanding actions and provide status updates to management.
- Ensure information is communicated accurately and in a timely manner across all properties.
Key Performance Indicators (KPIs)
- Timely follow-up and closure of maintenance requests.
- Accuracy and completeness of engineering.
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