Job Description

The Engineering Coordinator provides administrative, operational, and project support to the Engineering Director and the Engineering Department. This role plays a key part in ensuring efficient project execution, accurate documentation, effective resource coordination, and strong communication with stakeholders both within the company and externally. Success in this position requires excellent organizational skills, attention to detail, and a working understanding of engineering processes within a dynamic destination‑based environment.

ESSENTIAL DUTIES & RESPONSIBILITIES: 

Administrative & Executive Support:

• Provides day‑to‑day administrative support to the Engineering Director, including calendar management, meeting scheduling, travel coordination, expense tracking, and preparation of reports and departmental documentation.
• Handles confidential information with discretion and ensures secure management of sensitive personnel, vendor, and project records.
• Manages departmental communications and coordinates general office‑related tasks.

Project Coordination, Monitoring & Support: 

• Assists in planning, scheduling, and tracking engineering projects, including milestones, timelines, and resource utilization.
• Coordinates communication across engineers, contractors, vendors, management, and other internal departments to support timely execution and alignment.
• Acts as a point of contact for internal and external stakeholders, ensuring information flow and issue resolution.
• Prepares, updates, and maintains project documentation such as progress reports, technical files, specifications, and budget‑related records in compliance with safety and regulatory requirements.
• Supports allocation and tracking of personnel, equipment, and materials, identifying potential bottlenecks and escalating issues as needed.
• Organizes project meetings, maintains action logs, and prepares presentation materials and status updates.

Digital Systems Support:

• Assists with coordinating setup, training, rollout and administration of company‑mandated software systems and digital tools used within the Engineering Department to enhance operational efficiency and compliance.

Process & Operational Improvement:

• Identifies opportunities to streamline engineering workflows and improve efficiencies, safety outcomes, and documentation practices.
• Recommends and supports implementation of process enhancements aligned with departmental goals.

Other Administrative Duties:

• Assists with timekeeping, attendance tracking, payroll‑related administrative tasks, and departmental reporting.
• Performs related duties as required to support operational continuity within the destination environment.

SKILLS SPECIFICS:

• Experience with Microsoft Office Suite and project‑related software tools.
• Familiarity with project management methodologies and asset maintenance systems.
• Strong planning and coordination skills, especially in handling multiple priorities under tight deadlines.
• Skilled in preparing reports, presentations, and professional correspondence.
• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and other department‑related software systems.
• Competence in using digital tools, including software setup, user support, and basic troubleshooting for department‑mandated systems.
• Detail orientated with a proactive approach to problem solving.
• Ability to manage confidential information responsibly.
• Ability to collaborate effectively in team environments.
• Adaptability to new technologies, tools, and process improvements.

EDUCATION & QUALIFICATIONS:

• High School Diploma required.
• Bachelor's Degree in Engineering, Business Administration, or Management preferred.
• Minimum 3 years in an executive administrative or similar coordination role.

LANGUAGE REQUIREMENTS: 

• Proficient in spoken and written English.
• Excellent written and verbal communication and interpersonal skills.

PHYSICAL REQUIREMENTS:

• Must be physically capable of lifting 50 lbs or more.
• Ability to work indoors and outdoors as required, and to adjust to varying operational demands.
• All island employees must be physically capable of participating in emergency lifesaving procedures and drills, with full range of motion in arms and legs, and full visual, verbal, and hearing abilities to give and receive instructions during emergencies.

OTHER REQUIREMENTS:

• The role involves working in a fast-paced, dynamic cruise port environment where passenger safety, timely operations, and excellent customer service are a priority.
• The position may require flexibility in work hours, including nights, weekends, and holidays, depending on the cruise schedules.
• Strong organizational and time-management skills, with the ability to multitask effectively. 
• Flexibility to work shift schedules at destination sites when necessary.

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