Introduction to Hotel Engineering Department (Revision-2)

ORGANISATION OF THE ENGINEERING DEPARTMENT

Organizing work means setting priorities. What are critical tasks that should receive priority attention and what are the components that need to be scheduled in order to complete a priority task? Organizing people includes:

Charts

Job descriptions

Daily, weekly, monthly, and annual schedules

The organizational structure might be considered for the maintenance department based on size and complexity of the building(s). The number of rooms, meeting space, grounds, age of building, available talent pool, plant size (boiler room etc.), swimming pools and peripheral equipment. The class of hotel also influences the calibre of maintenance. When all the operating equipment, systems, building surfaces, are taken into consideration it is determined by following manufacturers’ recommendations and current best methods, that in the areas of preventive maintenance and frequencies of maintenance required.

The formula is 3.1 Full time engineering staff equivalents per 100 rooms. That means a hotel of 500 rooms would have (100*3.1) 15.5 full time engineers properly maintain a hotel building in a state of god repair. The formulae of 3.1/100 available rooms is arbitrary (Based on Random choice) as the physical property will dedicate the staff required to maintain a building in a state of good repair. On an organization chart, the chief engineer has always held a high-level position in a lodging establishment. The chief engineer is a part of total management team. The position of the Chief engineer is usually certified, some of the major hotels make it mandatory. The position should only report to the general manager or to an executive committee member. A chief engineer is normally required for a property of 200 or more guest rooms with food and beverage and meeting room facilities. All units, regardless of size and facilities, have property maintenance requirements.

FUNCTIONS OF THE MAINTENANCE DEPARTMENT

The engineering department of a hotel is responsible for preventive maintenance and breakdown maintenance of all machines and equipment in the hotel, and processing of bills for water, electricity and gas consumed in the hotel. Thus, it is the responsible for the maintenance of following:

a)  Water system

Water supply for drinking, washing and bathing; hot water supply; water softening; disposal of wastewater; and swimming pool maintenance

b)  Electrical system

Electrical power supply (including supply for generators in case of non-availability of electrical power from electric main supply); electrical wiring; fittings; fixtures, lamps, tube-lights, fans, motors, pumps, and electrically operated equipment.

c)    Refrigeration system

Refrigeration equipment for cold rooms, refrigerators, ice machines, water coolers, air conditioning equipment, and units/window type air conditioners.

d)  Fire safety

Fire detectors, fire alarms, portable fire extinguishers, automatic fire- fighting equipment and systems, stationery fire-fighting systems including fire hydrants and fire hoses.

e)    Communication system

Telephones, inert-com system, cellular phones, walkies-talkie, electronic office equipment, photocopiers, faxes machines, telex machines, typewriters etc.

f)    Computer systems

Server, PC, printers, UPS etc.

g)  Audio – Visual system

Over-head projectors, multi-media projectors, television sets, music console, video systems, CCTV, etc.

h)  Hotel building

Maintenance of interior and exterior of hotel building including periodic maintenance, painting, renovation, additions and alterations, etc

i)        Grounds

Ground including lawns, gardens and parking areas

 j) Furniture and fixtures

Carpentry of chairs, tables, beds, coffee table, wardrobe, etc

DUTIES AND RESPONSIBILITIES OF ENGINEERING STAFF Duties and responsibilities of Chief Engineer of a hotel

1.      The chief engineer is responsible for purchase of all machines and equipment, paints, oils, lubricants, grease, other raw materials and tools and instruments.

2.      The chief engineer invites tenders and quotations, negotiates, finalizes, and awards the contract for maintenance and other works.

3.      Budget, i.e. estimated expenditure on staff salaries and allowance, maintenance contracts, training, purchase of equipment, materials, tools, instruments, and furniture.

4.      Manpower planning: estimating required technical manpower, coordinating with personnel department to recruit additional manpower required.

5.      Training and skill development of the staff and employees under him

6.      Drafting, finalizing and implementing maintenance schedules through systems of complaint registers and work orders.

7.      Processing of bills including bills for water, electricity, fuels, etc

8.      Coordinating, Supervision and Inspecting: scheduled inspections and surprise inspections.

OR

(Changing from a FAIL and FIX Approach to a PREDICT and PREVENT Approach)

The care and operation of the physical assets (plant/equipment/machines) is largely the responsibility of the head of maintenance dept i.e. the Chief Engineer. This would include Inspection, Maintenance, Engineering, Repair, Overhaul, Construction and Salvage of the complete plant system. The duties are:

a.                   To keep plant and machinery in proper working condition and reduce breakdown

b.                  To make sure that the services from plant and machinery are smooth and uninterrupted.

c.                   All customers’ requirements are properly taken care of.

d.                  To obtain maximum return on the investments incurred upon plant and machinery.

e.                   The safety of hotel guests / employees is assured.

f.                   The normal working life of equipment is extended

g.                   The total system is ready to meet any emergent conditions.

h.                  The throughput /output of the entire system are enhanced thus increasing efficiency.

i.                    Wasteful expenditure incurred during breakdown is reduced.

j.                    Customer satisfaction is achieved by providing continuous services.