Maintenance Administrative Assistant

Sedona Summit Resort is hiring a Facilities (Maintenance) Coordinator. Hilton Vacation Club Sedona Summit is proud to offer a rewarding opportunity to become part of our resort team. Rooted in Hilton Grand Vacations tradition of exceptional hospitality we provide a welcoming familyoriented environment where lasting memories are made for every guest. Our team is dedicated to excellence in service and to building a culture where team members owners and guests feel respected appreciated and at home. Every interaction reflects our commitment to care inclusivity and genuine connection.

Extraordinary People Exceptional Benefits:

• Day 1 Health Benefits Eligibility: Excellent health care options including medical dental and vision
• Recognition Programs and Rewards
• Travel Discounts Program
• Outstanding Paid Vacation Program and Paid Sick Days
• Employee Assistance Program that supports your physical and mental wellbeing
• 401(k) program with company match
• Tuition reimbursement programs
• Employee Stock purchase program
• Numerous learning and advancement opportunities
• And more!

We are an equal opportunity employer and value diversity at our company. We do not discriminate on the basis of race religion color national origin gender sexual orientation age marital status veteran status or disability status.

We will ensure that individuals with disabilities are provided reasonable accommodation to participate in the job application or interview process to perform essential job functions and to receive other benefits and privileges of employment. Please contact us to request accommodation.

The Facilities Coordinator provides comprehensive administrative and operational support to the Engineering Department ensuring a safe organized and efficient work environment. This role serves as a key liaison between Engineering other departments vendors and guests supporting maintenance operations communication flow and compliance activities.
Support the Director of Engineering and leadership team with daily operations departmental initiatives and special projects including CapEx activities. Provide comprehensive administrative support to the Engineering/Facilities team including data entry filing scheduling and professional correspondence.
Maintain facility management systems ensuring accuracy consistency and proper documentation within platforms such as Synergy Homeyer Pool Logs and related tools and ensure completion of all required monthly safety documentation and sampling.
Coordinate Lost & Found processes in collaboration with Housekeeping Front Desk and guests ensuring proper documentation and timely resolution.
Oversee the receipt tracking and distribution of packages maintaining effective communication with the Resort Coordinator and internal departments. To include preparing process and track purchase orders requisitions invoices and vendor contracts to ensure accuracy and timely completion.
Act as a liaison between Engineering leadership technicians and cross-functional departments (including Housekeeping and Front Desk) to support maintenance repairs and operational needs and serve as the primary point of contact for vendors contractors couriers and external service providers ensuring professional communication and service coordination. Track monitor and coordinate work order requests to ensure timely completion and accurate system updates.
Administer key control systems including creating maintaining and deactivating access credentials using systems such as Saflok and KeyWatcher.
Maintain working knowledge of required systems and software necessary to carry out day to day activities.
Assist in planning and execution of departmental meetings events celebrations and holiday activities including setup breakdown and logistical coordination by preparing materials documenting outcomes and providing leadership coverage as needed.
Manage Safety Data Sheets (SDS) documentation and ensure compliance with safety regulations labeling standards security supplies including PPE recordkeeping requirements ensuring proper inventory stock levels and ordering as needed.
Respond promptly and professionally to all forms of communication including email phone messaging platforms and text while demonstrating a positive professional and service-oriented attitude when interacting with colleagues leadership vendors and guests.

• 13 years of relevant experience in facilities hospitality or administrative support roles
• Valid Drivers license strongly preferred
• Bilingual (English/Spanish) strongly preferred
• Strong organizational communication and multitasking skills
• Demonstrated ability to work independently and manage competing priorities
  Self-motivated with a strong sense of urgency and follow-through
  Excellent internal customer service orientation
  Proficiency in Microsoft Office applications particularly Outlook Word and Excel
  Ability to collaborate effectively with team members at all organizational levels
  Ability to lift up to 25 lbs
  Availability for on-call responsibilities (24/7/365 as required)