Engineering/Maintenance Manager SOPs

A Complete Guide for Smooth Hotel Operations

In any hotel, the Engineering or Maintenance Department plays a crucial role in ensuring guest comfort, operational safety, and uninterrupted service delivery. To keep the property running efficiently, a clear set of Standard Operating Procedures (SOPs) for the Engineering/Maintenance Manager is essential. These SOPs help maintain high standards, reduce downtime, and create a safe and well-maintained environment for guests and staff.

1. Daily Responsibilities

The Engineering/Maintenance Manager must ensure smooth day-to-day functioning through:

• Conducting daily property rounds to inspect guest rooms, public areas, back-of-house, and technical facilities.

• Monitoring equipment performance (AC, boilers, pumps, elevators, generators).

• Reviewing all maintenance requests and prioritizing critical tasks.

• Assigning work to technicians and ensuring timely completion.

• Coordinating with Front Office, Housekeeping, and F&B for urgent repairs.

2. Preventive Maintenance Program (PMP)

A strong PMP minimizes breakdowns and extends equipment life. Key tasks include:

• Maintaining a monthly and annual preventive maintenance schedule.

• Ensuring timely servicing of HVAC systems, kitchen equipment, elevators, fire safety systems, and electrical panels.

• Keeping detailed records of services and replacement parts.

• Conducting quarterly audits of all mechanical and electrical equipment.

3. Guest Room Maintenance

Guest room functionality directly impacts guest satisfaction. SOPs include:

• Conducting routine room inspections with Housekeeping.

• Ensuring all fixtures (AC, lighting, plumbing, TV, minibar) are fully operational.

• Taking immediate action on guest complaints or breakdowns.

• Maintaining a logbook for all room repairs and tracking repeat issues.

4. Energy Management & Cost Control

Energy efficiency is a critical responsibility for the Engineering Manager.

• Monitoring daily electricity, water, and gas consumption.

• Implementing energy-saving programs (LED lighting, automated controls, optimum AC settings).

• Maintaining solar systems, STP/ETP plants, and water-heating systems.

• Reducing waste by optimizing equipment usage and ensuring timely maintenance.

5. Safety & Compliance

To ensure a safe environment, the manager must:

• Inspect and maintain fire safety systems (alarms, sprinklers, extinguishers).

• Conduct monthly fire drills in coordination with the Safety Officer.

• Ensure compliance with local building codes and government regulations.

• Keep up-to-date documentation for statutory inspections (boiler, lift, DG set, STP).

6. Inventory & Spare Parts Management

Efficient inventory management helps avoid delays:

• Keeping stock of essential spare parts and tools.

• Tracking usage and placing timely purchase requests.

• Maintaining AMC (Annual Maintenance Contract) records.

• Coordinating with vendors for repairs, servicing, and procurement.

7. Team Management & Training

A skilled and motivated engineering team ensures high performance.

• Conducting daily briefings and assigning tasks clearly.

• Training staff on troubleshooting, safety protocols, equipment handling, and emergency procedures.

• Conducting periodic performance evaluations.

• Ensuring technicians follow grooming standards and professional conduct.

8. Emergency Handling

Engineering Managers must be prepared for emergencies such as:

• Power failures

• Water supply issues

• AC system breakdown

• Elevator malfunctions

• Fire alarms or equipment failure

SOPs include:

• Maintaining a 24/7 emergency response plan.

• Ensuring standby power (DG set) and essential equipment function correctly.

• Coordinating with all departments during emergencies.

• Keeping emergency tools and backup systems available.

9. Reporting & Documentation

Accurate reporting ensures transparency and smooth operations.

• Maintaining daily job sheet reports and breakdown logs.

• Submitting weekly maintenance reports to management.

• Recording all preventive maintenance activities.

• Preparing monthly energy consumption and cost-control reports.

Strong SOPs for the Engineering/Maintenance Manager are essential for any successful hotel operation. They ensure guest comfort, safety, and uninterrupted service while protecting the property’s long-term value. When implemented correctly, these SOPs improve operational efficiency, reduce costs, and enhance the overall guest experience.