Administrative Assistant at The Estate Yountville – Yountville, California

ADMINISTRATIVE ASSISTANT – MAINTENANCE & LANDSCAPING

Yountville, CA

JOB SUMMARY

The Administrative Assistant for the Maintenance and Landscaping Department provides comprehensive administrative and operational support to ensure the efficient daily functioning of engineering and grounds operations. This role supports leadership and frontline teams through organization, communication, documentation, timekeeping, purchasing coordination, tracking departmental projects, and safety reinforcement. The ideal candidate is detail-oriented, discreet, highly organized, and experienced in a fast-paced hospitality or facilities environment.

ESSENTIAL JOB RESPONSIBILITIES:

• Provide administrative support to Maintenance and Landscaping leadership
• Assist with ordering, tracking, and reconciling maintenance and landscaping supplies, tools, and equipment
• Maintain purchase logs, vendor information, and delivery tracking
• Support inventory management and assist with equipment audits
• Coordinate with vendors and internal departments as needed
• Track departmental projects from initiation through completion
• Support leadership with prioritization and follow-up on open action items
• Assist with employee timekeeping, schedule tracking, and attendance documentation
• Support leadership with reviewing time records for accuracy and compliance
• Reinforce safety policies and procedures in collaboration with leadership and HR
• Assist with safety documentation, inspections, and equipment audit records
• Maintain organized systems for manuals, SOPs, permits, logs, and inspection reports
• Assist in compiling reports, dashboards, and summaries for leadership review
• Ensure accurate record retention and version control for key documents
• Support special projects and department initiatives as assigned
• Act as a liaison between Maintenance/Landscaping and other departments
• Perform other duties consistent with the scope of the role as assigned

REQUIRED QUALIFICATIONS:

• High School diploma or equivalent required.
• Previous experience in an administrative assistant or coordinator role
• Experience supporting maintenance, engineering, facilities, landscaping, or hospitality operations preferred
• Strong organizational and time-management skills
• Ability to prioritize tasks in a fast-paced environment
• Experience using project tracking tools (e.g., Monday.com, spreadsheets, or similar platforms) preferred
• Bilingual in English and Spanish (verbal and written)
• Knowledge of basic safety and compliance practices

PHYSICAL & WORK REQUIREMENTS:

• Ability to sit, stand, and move throughout the property as needed
• Occasional lifting of office or light equipment materials
• Ability to work flexible hours based on business needs

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.

PM22