People & Culture Coordinator

The Role

• To provide service that is sincere, warm and enthusiastic, ensuring the employees satisfaction in order to make a professional first impression of the People & Culture Department
• To provide support to the People & Culture/Learning & Development team whilst maintaining strict confidentiality of information at all times
• Have a thorough understanding of People & Culture and Learning & Development policies and procedures and be able to provide up to date information and prompt answers to employee and candidate queries
• To take the time to get to know the employees, and to be committed to service excellence
• To be entrepreneurial and to think beyond the boundaries is expected and not requested
• To prioritise tasks and manage employees expectations in busy work environment
• Possess advanced knowledge of Microsoft Office systems

Key Deliverables and Responsibilities

Planning & Organizing:

1. To organise employee events including birthday celebrations, national days, employee parties, activities, sports teams and lifestyle classes.
2. To regularly update the communication & ACE of Heartists boards for all employees and assist with the implementation and communication of all hotel policies and procedures through noticeboards.

Operations:

1. To prepare name badges and ID cards and any replacements required.
2. Process ticket bookings for new hires, vacations, business trips and leavers as per policy.
3. Manages the application and deletion of Medical Insurance, Workman’s Compensation and Life Insurance.
4. Manages the Probation Evaluation & Confirmation by sending the evaluation forms on time and following up with leaders for completion. Organising interviews with Director of People & Culture & issuing the confirmation letter.
5. Creates Disciplinary letters and schedules meetings with Director of People & Culture as directed.
6. Owns the Cafeteria operations, ensuring upkeep, cleanliness and availability of consumables in the cafeteria.
7. Maintains accurate stock and inventory of cafeteria, locker room and Heartist Hub items.
8. Overlooks the upkeep of Heartist Hub, P&C Store and file room
9. Keeps the People & Culture/Learning & Development Office and Training Room tidy.
10. Orders stationary, decorations and other items as required.
11. Assist Learning & Development Manager by preparing IMRs and certificates of completion.
12. Schedule exit interviews with Learning & Development Manager and Director, People & Culture.
13. Complete the Exit formalities as per the checklist for all leavers and ensuring all documents are in place.
14. Has an environmentally friendly approach to use of energy and paper in the office.
15. Maintain strict adherence to the property's environmental protocols by driving resource efficiency across all functions, particularly through implementing measures for responsible energy and water consumption, reducing waste output, supporting sustainable purchasing decisions, and accurately contributing to required full compliance.

Administration:

1. To provide administrative support to the Director of People & Culture and Learning & Development Manager.
2. To raise expense reports and PRs for all People & Culture expenses including cafeteria, staff events, payment of utilities, accommodation and miscellaneous orders.
3. To file all employee related documents correctly & efficiently on an ongoing basis and own the filing system.
4. Maintains an accurate filing system for all People & Culture Office communications like memos, all People & Culture related AMCs, voting slips and other general documents.
5. Submits and coordinates the successful filing and pay-out of employee insurance claims.
6. Prepare letters for employees as requested (eg. bank letters, embassy letters)
7. Participate in the weekly Heart of the House Walk-Around and Accommodation Checks.
8. Any other duties and tasks assigned by Director of People & Culture.

Core Behaviours

Core behaviours are our actions: what we say, what we do, and how we interact with one another. Our behaviours come from what we believe in, what we value. At Swissotel Hotels & Resorts, we call these value-based behaviours. The following statements provide indicators of the types of behaviours we expect employees in our company to display.

Trust:                              Operates with fairness and integrity, fostering an environment of transparency and sincerity through open and honest communication and by honouring commitments.

Relationships:             We build and maintain strong connections with colleagues and guests, valuing diversity in people and perspectives whilst overcoming potential obstacles to increase cooperation and collaboration.

Drive:                              We are action-oriented, setting direction for self and others, clarifying goals and objectives and overcoming barriers and challenges to produce results.

Entrepreneurship:     We fully understand the business and market context, identifying and seizing opportunities for continuous improvement and supporting change.