ADMINISTRATIVE ASSISTANT
Yountville, CA
Laying in the heart of Napa Valley, The Estate Yountville features two magnificent hotels that embody the perfect getaway and retreat. Surrounded by vineyards, Michelin-star restaurants and exquisite views in Yountville, our 22-acre haven sits among one the most coveted viticulture regions in the world. We invite our guests to immerse themselves in a redesigned Wine Country experience in a delightfully vino-cultured manner: two luxury hotels with decidedly different personalities – the vibrant Hotel Villagio and its sophisticated counterpart, Vintage House, a chic and tranquil sanctuary. A combined room-count of nearly 200 rooms and suites allows us to create a memorable experience for any occasion!
JOB SUMMARY:
The Engineering Administrative Assistant supports the Engineering department with daily administrative coordination, work order tracking, vendor communication, purchasing follow-up, preventive maintenance documentation, project organization, and cross-department communication. This role is essential in helping the Engineering team stay organized, responsive, and proactive in maintaining the beauty, safety, and functionality of The Estate Yountville.
The ideal candidate is highly organized, detail-oriented, proactive, and comfortable working in a fast-paced luxury hospitality environment. This person should be able to balance administrative work with operational urgency, helping ensure guest-impacting maintenance items, room readiness, public area repairs, safety needs, and property projects are tracked and completed with care.
ESSENTIAL JOB RESPONSIBILITIES:
- Provide daily administrative support to the Director of Engineering and Engineering leadership team.
- Maintain department files, records, checklists, vendor documents, project notes, and maintenance logs.
- Prepare reports, schedules, meeting notes, purchase requests, and follow-up lists as needed.
- Assist with department communication, calendar coordination, meeting preparation, and project tracking.
- Organize invoices, receipts, proposals, quotes, contracts, and supporting documentation for review and approval.
- Help ensure department documentation is accurate, current, and easy to access.
Work Order & Preventive Maintenance Coordination
- Monitor, organize, and follow up on work orders in ALICE or applicable systems.
- Track open, pending, urgent, and completed maintenance requests.
- Help prioritize guest-impacting items, room readiness issues, safety concerns, and public area needs.
- Support the preventive maintenance program by maintaining schedules, checklists, completion logs, and follow-up items.
- Assist with the “Perfect Building” program by tracking room, building, and public area maintenance progress.
- Communicate updates to Housekeeping, Front Office, Guest Experience, MODs, and department leaders as needed.
Vendor & Purchasing Support
- Assist with vendor communication, scheduling, access coordination, certificates of insurance, proposals, and follow-up.
- Support purchasing and procurement through BirchStreet or applicable systems.
- Track purchase orders, delivery timelines, approvals, invoices, and received items.
- Coordinate with Accounting to ensure proper documentation is submitted for payment.
- Help maintain vendor contact lists, service schedules, warranties, equipment records, and contract files.
- Ensure expense requests include proper justification, approval, and supporting details before submission.
Project & Property Coordination
- Assist with tracking engineering projects, timelines, priorities, and completion status.
- Support communication related to property repairs, renovations, seasonal maintenance, closures, and special projects.
- Help coordinate access for vendors, contractors, inspectors, and service providers.
- Maintain project binders, punch lists, photos, status updates, and follow-up documentation.
- Assist with communication to operational departments regarding noise, closures, out-of-order areas, or guest-impacting work.
- Help ensure projects are completed with minimal disruption to guests and operations.
Safety, Compliance & Inspections
- Support tracking of safety inspections, equipment logs, permits, certificates, and compliance documentation.
- Maintain records for fire/life safety, pool/spa equipment, elevators, HVAC, kitchen equipment, vehicles, and other property systems as needed.
- Assist with documentation for OSHA, insurance, town inspections, vendor requirements, and internal audits.
- Help track follow-up items from inspections, audits, walkthroughs, and leadership reviews.
- Support emergency preparedness documentation, outage checklists, and department response plans.
Cross-Department Communication
- Serve as an administrative communication link between Engineering and other departments.
- Follow up with Housekeeping on room maintenance, public area needs, and out-of-order rooms.
- Communicate with Front Office and Guest Experience regarding guest-impacting repairs and room readiness.
- Partner with Food & Beverage, Spa, Sales, Events, and MODs on event setups, maintenance needs, and operational support.
- Help ensure maintenance updates are communicated clearly and professionally to the appropriate teams.
Guest Experience & Luxury Standards
- Understand that Engineering plays a critical role in the guest experience and overall property presentation.
- Support timely follow-up on maintenance issues that impact guest comfort, safety, and satisfaction.
- Maintain discretion and professionalism when handling guest-related maintenance concerns.
- Help identify recurring issues and communicate opportunities for improvement to Engineering leadership.
- Support a culture of ownership, accountability, and proactive care for the property.
REQUIRED QUALIFICATIONS:
- Minimum 1–3 years of administrative, hospitality, engineering office, facilities, purchasing, or operations support experience preferred.
- Hotel, resort, facilities, construction, or property management experience preferred.
- Strong organization, follow-through, and attention to detail.
- Excellent written and verbal communication skills.
- Ability to manage multiple priorities and deadlines in a fast-paced environment.
- Comfortable working with vendors, managers, and cross-functional teams.
- Proficiency with Microsoft Office, Outlook, Excel, shared documents, and basic reporting.
- Experience with ALICE, BirchStreet, Opera Cloud, HotSOS, Asana, or similar systems preferred.
- Ability to maintain confidentiality and handle sensitive information professionally.
- Flexible schedule based on business needs and project demands.
Hotel Villagio & Vintage House offer an attractive compensation and benefits package and the opportunity to be part of a dynamic team.
The above is intended to describe the general content of and requirements for the performance of this job. It is not to be construed as an exhaustive statement of duties, responsibilities, or requirements. Nothing in this job description restricts management’s right to assign or reassign duties and responsibilities to this job at any time.
Hotel Villagio and Vintage House are equal opportunity employers (Minorities/Females/Disabled/Veterans)
https://www.theestateyountville.com/
Skills Required
- 1-3 years of administrative, hospitality, engineering office, facilities, purchasing, or operations support experience
- Hotel, resort, facilities, construction, or property management experience
- Strong organization, follow-through, and attention to detail
- Excellent written and verbal communication skills
- Ability to manage multiple priorities and deadlines in a fast-paced environment
- Comfort working with vendors, managers, and cross-functional teams
- Proficiency with Microsoft Office, Outlook, Excel, shared documents, and basic reporting
- Experience with ALICE, BirchStreet, Opera Cloud, HotSOS, Asana, or similar systems
- Ability to maintain confidentiality and handle sensitive information professionally
- Flexible schedule based on business needs and project demands
What We Do
Like Napa Valley itself, Estate Yountville is a place of exquisite contrasts. Refined, yet relaxed. Expansive, yet intimate. Elevated and exclusive, yet welcoming and friendly. Set on 22 lush acres in Yountville, the most coveted location in Napa, The Estate offers prime access to the best of this world-renowned region—which extends beyond wine, and ventures deeper than cuisine. It presents opportunities to witness artisans at the pinnacle of their craft, to indulge in your passions, and to explore new pursuits, all while forging stronger connections. Here, among the incomparable natural landscape, you’ll discover something more than a resort, but a community unto itself. Connected by winding paths, The Estate features 192 refined guest rooms divided between both ends of the property, a private vineyard, two pools, a spa with 12 treatment rooms and suites, as well as event spaces totaling more than 55,000 square feet—the most extensive in all of Napa Valley. The Estate’s culinary experiences offer complementary contrasts as well, blending Northern California’s bounty with European flair at our restaurants—the Italian-inspired Bottega, the Spanish-influenced Coqueta, and Ottimo, where you can dine, try wines, and procure provisions for whatever’s next. It's a different kind of wine country escape, a sanctuary that can serve as a foundation for your Napa adventures—or as the focus of them. Where a sense of exploration and discovery abounds, curated experiences await, and the best of Napa is quite literally just steps away. At The Estate, there’s always good reason to raise your glass.
