Engineering & Facilities Administrator at Manor Vail Lodge at Mountain Mastery Management Inc

Vail, Colorado, United States -

Full Time

Start Date

Immediate

Expiry Date

15 Sep, 26

Salary

32.0

Posted On

17 Jun, 26

Experience

2 year(s) or above

Remote Job

Yes

Telecommute

Yes

Sponsor Visa

Skills

Administrative Support, Work Order Management, Preventive Maintenance Scheduling, Vendor Management, Compliance Tracking, Payroll Administration, Purchasing, Inventory Management, Microsoft Office, HotSOS, ADP, Financial Reconciliation, Record Keeping, Access Control Administration, Report Generation, Communication

Industry

Description

Location Description: Manor Vail Lodge is one of Vail's original and iconic properties. With studio, one, two and three-bedroom condominiums plus luxury penthouses, Manor Vail Lodge is a full-service condominium property that features all the amenities of a full-service hotel, including two outdoor heated swimming pools, four hot tubs, spa, fitness center, The Fitz Bar and Ridge + River restaurant. Located steps from Vail Village, Golden Peak ski area, Betty Ford Alpine Gardens, and the Ford Amphitheater, Manor Vail Lodge is the complete package for Vail lodging. Manor Vail Lodge is managed by Mountain Mastery Management Inc. Overview: The Engineering & Facilities Administrator provides administrative, organizational, and technology support to the Director of Engineering across Manor Vail Lodge (MVCA, 140 units across 6 buildings) and Golden Peak Condominiums (GPCA). This role serves as the operational and administrative backbone for Engineering at both properties, managing work order systems, vendor and compliance records, purchasing, preventive maintenance scheduling, payroll, and a broad range of departmental administrative functions. Based on-site at Manor Vail Lodge with periodic travel to Golden Peak. Benefits available: Full-time health care benefits (medical, dental, and vision), Life Insurance, Accident and Critical Illness plans after 30 days, Retirement Benefits with a company match program, PTO benefits which include vacation, holidays after 90 days, and CO sick leave/FMLA leave plans, and other discount programs and parking. Looking to fill as soon as possible, but by June 30th, 2026. Earns between $25-$32/hr and works Monday-Friday day shifts. Job duties include but are not limited to: Work Order & Systems Management * Serve as the primary administrator for HotSOS across both MVL and GP, including user accounts, workflow configuration, asset setup, and recurring task schedules * Monitor open work orders daily across both properties; flag aging, overdue, or high-priority items to the Director of Engineering * Generate and distribute weekly and monthly reports covering response times, labor hours by technician, open and closed work order counts, and PM completion rates by property * Audit system data quality at both sites; address incomplete entries, misclassified tasks, or underuse patterns through retraining or reconfiguration * Develop and maintain user guides and onboarding materials for Engineering staff; deliver hands-on platform training as needed * Coordinate with platform vendors for system updates, integrations, and troubleshooting Preventive Maintenance Program * Build and maintain annual PM calendars in HotSOS for both MVL and GP in collaboration with the Director of Engineering * Track PM completion rates by property and escalate recurring missed items * Maintain equipment service history logs and warranty records for all major building systems at both sites, including HVAC, elevators, boilers, pool and spa equipment, and fire systems * Coordinate PM scheduling with vendors and Engineering staff to minimize guest and owner impact Compliance & Regulatory Tracking * Maintain a master compliance calendar for all required inspections and certifications at both MVL and GP, including elevators, fire suppression, backflow, boilers, pool and spa, life safety systems, and state or county-required permits * Collect, organize, and file inspection reports and certificates of compliance by property; ensure documentation is current and accessible for audits and board review * Track expiration dates and initiate renewal processes ahead of deadlines for both associations * Coordinate with inspecting agencies for elevator compliance and other regulatory requirements * Maintain SDS binders and ensure chemical safety documentation is current and posted at both properties Vendor & Contractor Administration * Maintain an active vendor list for both properties with contact information, service contracts, certificates of insurance, and W-9s on file * Collect and verify certificates of insurance prior to any contractor work at either location * Track contract renewal dates and initiate bid or renewal processes in advance * Assist with preparing bid packages and organizing competitive quotes for maintenance contracts and capital projects * Receive and process vendor invoices; code to appropriate GL accounts by entity and route for approval * Reconcile vendor statements and follow up on outstanding invoices or billing discrepancies Purchasing & Materials * Manage purchasing requests for Engineering at both MVL and GP; ensure proper approval and GL coding by entity prior to ordering * Track open orders and match to invoices upon delivery for each property * Maintain basic inventory of maintenance supplies, tools, and parts at each site; flag reorder needs to the Director of Engineering * Research suppliers and obtain pricing comparisons for recurring or high-cost purchases * Reconcile Engineering purchases monthly by property Payroll & Timekeeping * Serve as the department-level payroll administrator for Engineering at both MVL and GP using ADP * Review and approve Engineering employee timecards each pay period; verify hours are accurate and properly coded by property and cost center * Correct missing or incorrect punches in ADP in a timely manner; communicate corrections to affected employees and the Director of Engineering * Process and approve time-off requests for Engineering staff; maintain accurate PTO and accrual records by employee * Coordinate with Finance/Accounting on payroll close deadlines, labor allocation questions, and any off-cycle corrections * Maintain working knowledge of meal break compliance requirements as they apply to Engineering staff Access & Security Administration * Maintain master key issuance logs for both MVL and GP; track all keys issued to staff, contractors, and vendors with documented authorization * Manage rekeying records and lock change history by unit and common area * Administer fob, keycard, and electronic access control assignments; deactivate credentials promptly upon staff separation or contractor completion * Maintain unit access authorization records for contractor and vendor entry, including owner-approved access documentation for work performed during owner absence Asset, Equipment & Utility Records * Maintain a current equipment inventory for both MVL and GP by building and system type, including nameplate data, model and serial numbers, installation dates, and warranty status * Support reserve study updates and the annual capital plan refresh by providing current equipment data and replacement cost documentation * Track department tools, equipment, and radios issued to Engineering technicians; maintain assignment logs * Collect and log utility meter reads; reconcile utility invoices against reads and flag consumption anomalies to the Director of Engineering Insurance, Incident & General Administration * Maintain a log of property damage incidents and building system events at both MVL and GP; prepare and organize documentation for insurance claims through resolution * Maintain organized digital and physical filing systems for all Engineering records at both properties * Assist with capital project documentation, including tracking bids, invoices, change orders, and closeout documentation * Coordinate scheduling for Engineering staff, third-party inspectors, and service technicians across both sites * Support MVCA and GPCA administration with unit-specific maintenance records, owner repair documentation, and owner communication related to repairs or property access * Assist in preparing Engineering-related content for MVCA and GPCA board meetings, including compliance summaries, open work order reports, and capital project status updates Qualifications: To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. Education/Experience: Associate's degree or higher preferred; or 2+ years of related administrative experience in hospitality, property management, facilities, or a related field; or equivalent combination of education and experience. Language Ability: Ability to read and interpret documents such as service contracts, inspection reports, compliance certificates, and procedure manuals. Ability to write clear correspondence, meeting summaries, and operational reports. Ability to communicate effectively with vendors, inspecting agencies, board members, unit owners, and internal team members. Math Ability: Ability to calculate figures and amounts such as invoice totals, budget variances, utility consumption changes, and cost comparisons. Ability to reconcile accounts and identify discrepancies in financial records. Reasoning Ability: Ability to apply common sense and organizational judgment to manage multiple priorities across two properties simultaneously. Ability to identify compliance gaps, data quality issues, and process inefficiencies and take appropriate corrective action. Computer Skills: Proficiency in Microsoft Office required (Excel, Word, Outlook). Experience with or ability to quickly learn work order management systems (HotSOS, Quore, Alice, or similar) and payroll platforms (ADP preferred). Comfort adopting new technology platforms is essential to this role. Certificates and Licenses: No certifications required. Prior experience with HotSOS or ADP is a plus. Supervisory Responsibilities: This job has no supervisory responsibilities. Work Environment: The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. This position works primarily in an office and property management setting. Occasional visits to mechanical spaces, utility areas, and outdoor common areas at both Manor Vail Lodge and Golden Peak Condominiums are required. Periodic travel between the two Vail-area properties is expected. Physical Demands: The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. The employee must occasionally lift and/or move up to 15 pounds. While performing the duties of this job, the employee is regularly required to sit; use hands to finger, handle, or feel; and talk or hear. The employee is frequently required to walk between offices, buildings, and property locations. Specific vision abilities required include close vision and the ability to ad

Responsibilities

Provides administrative and technology support to the Director of Engineering, managing work order systems, vendor compliance, and preventive maintenance for two properties. Handles departmental payroll, purchasing, and the maintenance of critical equipment and utility records.