Engineering Office Coordinator

Role Overview

As the Engineering Office Coordinator at Waldorf Astoria Doha, West Bay, you will help keep the engineering department running smoothly while contributing to a warm, attentive guest experience. The role supports day-to-day administration, document control, coordination, reporting, and record keeping for the hotel’s engineering function.

Key Responsibilities

• Handle incoming telephone calls for the Engineering team and keep a log of messages, requests, and follow-up items.
• Draft and prepare departmental reports, forms, memos, and related documents.
• Manage the department’s filing and document organization system.
• Track and maintain the stationery inventory required for the engineering office.
• Keep inspection-ready records for local authorities, including elevator test and maintenance reports, potable water and Legionella test reports, boiler reports, fire protection and fire alarm inspection reports, kitchen and laundry exhaust cleaning/degreasing records, window cleaning cradle test reports, and gas tank test reports.
• Review the daily engineering logbook and notify the Director of Engineering or Assistant Director of Engineering of any variations in energy use.
• Compile weekly energy consumption reports and update the weekly energy graph.
• Prepare monthly energy consumption reports.
• Manage purchase requests and local purchase orders by entering data into the system.
• Follow up on purchase requisitions for engineering supplies and materials.
• Support the Purchasing team in sourcing spare parts by sharing supplier specifications and other required details.
• Verify cost center information on purchase requests.
• Check invoices, enter them into the system, and report any discrepancies to the receiving or purchasing team.
• Review monthly expense reports and flag any variance to the Director of Engineering or Assistant Director of Engineering.
• Maintain records for POMEC FF&E purchases.
• Keep technical manuals for equipment and machines organized and maintain the technical library.
• Maintain engineering drawings, including architectural, structural, electrical, mechanical, plumbing, fire alarm, and site plan / municipality affection plan documents.
• Organize the drawing rack and maintain a register of drawing movements.
• Prepare required drawings and plans for renovation projects.
• Track compensatory days for employees and remind team members to use them.
• Prepare employee leave schedules.
• Coordinate with the Shift Engineer to build shift schedules.
• Maintain employee timesheets.
• Keep engineering maintenance contracts up to date and handle them when needed.
• Coordinate with TM to maintain attic stock of spare parts.
• Communicate with equipment manufacturers to obtain spare parts during emergency situations.
• Track all engineering equipment for PPM and keep the asset register current.
• Issue weekly PPM job sheets and maintain the backlog register.
• Maintain files for PPM equipment records.
• Support other TM team members with daily tasks as needed.

Qualifications and Fit

Hilton looks for team members who embody its core values: a passion for hospitality, integrity, leadership, teamwork, ownership, and a sense of urgency and discipline. The company also emphasizes creating memorable experiences for guests while supporting a strong and award-winning workplace culture.

About Hilton

Hilton is a global hospitality leader serving guests worldwide and is known for its strong workplace culture and commitment to great guest experiences. The brand encourages growth for both new and experienced professionals and highlights career development alongside service excellence.