Adjacent to Great Smoky Mountains National Park, the most-visited national park in the country, Westgate Smoky Mountain Resort & Spa in Gatlinburg, Tennessee, provides an amazing work environment with refreshing mountain breezes and spectacular views of the beautiful Great Smoky Mountains. As a member of the Westgate Smoky Mountain Resort team, you will meet and engage with guests who have arrived to enjoy all the Great Smoky Mountains have to offer and help them experience our world-class amenities such as the state-of-the-art Wild Bear Falls water park. As part of Westgate Resorts, recognized by U.S. News as one of the Best Companies to Work For, you’ll be joining a team committed to excellence and creating unforgettable vacation experiences and supporting your career growth where you are or at 60+ resorts across the company.

Job Description

The Engineering Administrative Assistant supports the Engineering and Maintenance teams by handling administrative tasks, financial documents reviews, data analysis and system operations. Reporting to the Engineering Department leader, the role ensures efficient operations through scheduling, record-keeping, payroll management, and vendor coordination. The ideal candidate will bring strong organizational skills and professionalism to help maintain seamless project coordination.

As Engineering Administrative Assistant, you will:

Provide administrative support to the Engineering and Maintenance teams, including scheduling, meeting coordination, and document preparation
Serves as a key point of contact for field technicians, offering administrative and system support to streamline operations and resolve issues efficiently
Process and maintain records of purchase orders, departmental checkbooks, and receipts for audit and reference
Review financial documents, such as Profit & Loss statements, and track payroll submissions for accuracy and timeliness
Manage and oversee data entry, reporting, and overall functionality of systems like Medallia and HotSOS to support decision-making
Provide direct administrative support to the Director of Engineering, including calendar management, preparation of presentations and documents
Assist in onboarding and preparing new hires by coordinating training schedules, setting up system access, and ensuring all necessary documentation and resources are provided
Coordinate with vendors, contractors, and internal departments to resolve issues and ensure smooth project execution
Build and maintain strong professional relationships with stakeholders to ensure compliance and effective collaboration
Communicate clearly and professionally through various channels, including email, phone, and verbal interactions
Identify and report potential hazards, assist with maintenance tasks when needed, and ensure adherence to company policies
Represent the company professionally through behavior and appearance
Perform additional duties as assigned by leadership

To excel in this role, you must embody our core values of integrity, passion, and a strong work ethic. These values are essential to our success, and we are looking for someone who shares our commitment.

Qualifications

Minimum of 1 to 2 years of administrative experience in a professional setting is required
Proven proficiency in Microsoft Office Suite, including Word, Excel, PowerPoint, and Outlook
Familiarity with facilities management, maintenance or construction industry is an advantage
High school diploma / GED – required
Exceptional organizational and time management skills with a proven ability to handle multiple tasks effectively
Advanced written and verbal communication skills, with the ability to prepare professional presentations and documentation
Must be at least 18 years old and have a valid driver’s license to drive company golf carts
Required to pass a background check, drug test, and prove eligibility to work in the United States

Additional Information

Why Westgate?

Comprehensive Health Benefits – Medical, Dental, and Vision Coverage
Paid Time Off – Vacation, Sick, and Personal Time to Recharge
Paid Holidays
401(k) with Generous Company Match to Support Your Future
Daily Pay – Access Your Earnings When You Need Them
Family-Focused Benefits – Pregnancy, Parental Leave, and Adoption Assistance
Wellness Programs to Support Your Well-Being
Flexible Spending Accounts (FSA)
Tuition Assistance to Help You Grow Your Career
Military Leave
Employee Assistance Program (EAP) – Support When You Need It Most
Life, Disability, Accident, Critical Illness, and Hospital Insurance
Pet Insurance for Your Furry Family Members
Loyalty Program – Exclusive Discounts on Hotels, Cruises, Resorts, Restaurants, Entertainment, and More
Low-Cost Gym Membership
NEW! David A. Siegel Legacy Scholarship – Up to $40,000 for Team Members’ Dependents
Career Growth and Advancement Opportunities
Community Involvement – Give Back and Make an Impact

Westgate Resorts is an Equal Employment Opportunity employer.All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, protected veteran status, disability status or any other protected status under federal, state or local law. If you have a disability and believe you need a reasonable accommodation in order to complete your application or any part of the recruiting process, please email WGAccommodations@wgresorts.com with the job title and the location of the position for which you are applying.

This job posting is intended to provide a general overview of the position and may not include every responsibility, duty, or qualification required. Duties, responsibilities, and activities may change at any time with or without notice.

Westgate Resorts

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Engineering Administrative Assistant