Cluster Engineering Coordinator

About Tivoli Hotels & Resorts

Tivoli Hotels & Resorts comprises a collection of luxury hotels and resorts located in serene beaches and vibrant cities worldwide, from Europe to the Middle East and beyond. Established in 1933, Tivoli is renowned for exceptional hospitality, delivering genuine local experiences and sophisticated service. If you have a passion for ensuring guests feel truly welcomed and special, Tivoli offers a remarkable career opportunity.

Job Summary

The Cluster Engineering Coordinator will provide comprehensive administrative and operational coordination across multiple properties, including Souq Waqif Boutique Hotel By Tivoli, Al Najada Hotel by Tivoli, and Al Najada Doha Hotel Apartments by Oaks. This role will support the Engineering Department by facilitating engineering activities, tracking maintenance requests and schedules, aiding procurement and vendor interactions, and fostering communication between engineering and other hotel departments. The right candidate will be detail-oriented, organized, proactive, and adept at multitasking while maintaining professionalism and confidentiality.

Core Responsibilities

• Deliver daily administrative and coordination assistance to the Cluster Engineering team.
• Coordinate engineering operations and ensure ongoing and pending maintenance tasks across all properties are tracked and fulfilled.
• Maintain comprehensive maintenance records, including requests, work orders, inspections, and reports.
• Monitor and expedite completion of daily maintenance requests.
• Facilitate communication between Engineering, Front Office, Housekeeping, Food & Beverage, Security, and other departments.
• Compile and distribute engineering reports daily, weekly, and monthly as needed.
• Organize filing systems for engineering documentation, contracts, certificates, and correspondence.
• Assist the Cluster Director of Engineering in scheduling meetings, inspections, and departmental activities.

Preventive Maintenance

• Support coordination and supervision of preventive maintenance schedules across the three hotels.
• Monitor timely completion of scheduled maintenance tasks by engineering staff.
• Keep records and reports on preventive maintenance current.
• Alert the Cluster Director of Engineering of any overdue or pending maintenance activities.
• Help coordinate inspections of guest rooms, public spaces, back-of-house areas, plant rooms, and engineering facilities.

Maintenance Requests and Work Orders

• Log, distribute, and track maintenance requests and work orders efficiently.
• Follow up with engineering personnel to ensure pending jobs progress smoothly.
• Maintain accurate status updates for open and completed work orders.
• Confirm job completion and satisfaction with requesting departments.
• Escalate urgent or unresolved maintenance issues to management promptly.

Procurement and Inventory Support

• Support preparation and processing of purchase requests, orders, and related documentation for engineering needs.
• Coordinate with Procurement teams and suppliers for delivery of parts, tools, and consumables.
• Keep accurate records of purchases and supplier documentation.
• Assist in monitoring stock levels, flagging items requiring replenishment.
• Help obtain quotations and maintain vendor records for the engineering team.

Contractor and Vendor Management

• Organize appointments, site visits, inspections, and maintenance activities with external contractors and vendors.
• Maintain documentation of contractor activities including reports, contracts, and certificates.
• Track pending contractor work and ensure timely submission of required paperwork.
• Coordinate with Security and hotel departments to manage access and work schedules efficiently.

Compliance and Documentation

• Keep equipment inspection records, statutory certificates, licenses, and service agreements up to date.
• Assist in ensuring adherence to hotel standards, local regulations, health and safety, and brand compliance.
• Support engineering audits and inspections by organizing necessary documentation.
• Maintain strict confidentiality of operational, financial, engineering, and supplier information.

Energy Management and Sustainability

• Help monitor electricity and water utility usage across properties.
• Maintain utility consumption records and support identifying unusual patterns.
• Support energy-saving and sustainability initiatives.
• Manage documentation related to environmental programs.

Interdepartmental Communication

• Ensure smooth communication between Engineering and other hotel departments.
• Prepare and distribute relevant engineering reports, schedules, and notices.
• Participate in meetings and document minutes or action items as needed.
• Track outstanding actions and provide updates to management.
• Communicate information promptly and accurately across all properties.

Key Performance Indicators (KPIs)

• Timely resolution and closure of maintenance requests.
• Accuracy and thoroughness in engineering documentation and reports.