JOB DESCRIPTION: The Human Resources Coordinator will assist with greeting all visitors, employees and applicants while maintaining the day-to-day administrative function of a highly active Human Resources office. Responsibilities will include maintenance of incoming calls, walk in inquiries, special projects, coordination of employee relations events, payroll, recruiting and HRIS system.
THE ESSENTIAL JOB FUNCTIONS OF THIS JOB ARE:
- Performs all administrative duties as assigned within the Human Resources Department
- Ensures accurate maintenance of all employee records and files (e.g., interview documents,
I-9`s).
- Responds to and complete employment verifications as needed
- Assists with employee activities and events, employee of the month programs, employee communications, employee bulletin boards, etc… that may include recruitment related projects and programs
- Assists in coordination of interviews between candidates and operational departments. Oversees/monitors candidate identification and selection process.
- Assists in the interviewing and hiring of Portola Hotel & Spa's team members with the appropriate skills, as needed.
- Coordinates and conducts applicant pre-employment reference checks and post offer background checks as assigned.
- Maintains human resources records by maintaining data on job applications, résumés, applicant logs. assists in auditing, maintaining and submitting annual CA Pay Data Reporting, EEO-1 Report, OFCCP Affirmative Action Plan (AAP) and Vets 4212, if needed.
- Assembles new hire packets and maintain other employment/recruitment related materials. Completes new hire paperwork, input new hire data in the HRIS system, and changes in employee status that includes process of terminations
- Proactively review candidate information in applicant tracking system. Responsible for posting jobs on internal & external websites.
- Supports a departmental orientation program for employees to receive the appropriate new hire training to successfully perform their job.
- Ensures coordination and facilitation of new hire orientation program to generate a positive first impression for employees and emphasize the importance of guest service in company culture.
- Ensures that department has the available resources on hand to administer employee benefits.
- Processing benefit enrollments compiling a list of new hires eligible for group health insurance each month and send reminders to the Department Managers of each property by the designated deadline; coordinate insurance enrollments within the benefit eligibility period; changes and terminations;
- Processing required documents through payroll and insurance providers to ensure accurate record-keeping and proper deductions, administer commuter benefit and COBRA benefits; supporting employees by researching and responding to questions.
- Assists with the preparation of the performance review process
- Update and maintain data in HRIS system
- Utilizes an "open door" policy to acknowledge employee problems or concerns in a timely manner. Ensures employee issues are referred to the Department Manager for resolution or escalated to the Director of Human Resources/Human Resources Manager.
- Communicates performance expectations in accordance with job descriptions for each position.
- Ensures employee files contain required employment paperwork, proper performance management and compensation documentation, are properly maintained and secured for the required length of time.
- Ensures compliance with procedure for accessing, reviewing, and auditing employee files and ensure compliance with the Privacy Act.
- Ensures medical records are maintained in a separate, secure and confidential medical file.
- Communicates effectively policies and procedures via the employee handbook.
- Ensures all safety and security policies (e.g., property removal, lost and found items, blood borne pathogens, accident reporting, and hygiene) are communicated to employees on a regular basis through orientation, safety meetings, bulletin boards, etc.
- Helps to identify ways to create awareness of the importance of safety in the workplace and decrease accident frequency and severity.
- Assist with the management of the Workers Compensation claims to ensure appropriate employee care and manage costs.
- Assists with employee events, committees and related activities that promote positive employee engagement and morale.
The above statements are intended to describe the general nature and level of work being performed by people assigned to this position. Job responsibilities can change according to the operational needs of the business.
The Ideal Candidate will:
- Display a friendly, energetic, personable demeanor and have a passion for great customer service, with a customer-first mentality.
- Have strong inter-personal skills and enjoy working in a team-environment and building great relationships with their coworkers.
- Must consistently maintain the highest standards of confidentiality and objectivity in dealing with sensitive information presented both orally and in written forms of communication.
- Must approach all encounters with guests and employees in an attentive, friendly, courteous and service oriented manner.
- Must be effective at authentic listening skills to, understanding, and clarifying concerns raised by guests.
- Must be able to work a flexible schedule that may include nights, weekends and holidays based upon company needs.
ADDITIONAL RESPONSIBILITES:
The ideal candidate must have the ability to compile facts and figures and keep meticulous records. Regularly use a computer, various software and a calculator.
EDUCATIONAL / CERTIFICATION / LICENSE REQUIREMENTS:
- High School Education or equivalent experience required
- 2 to 4-year college degree in Business Administration and/or focus in Human Resources is preferred; combination of experience and education considered.
REQUIRED KNOWLEDGE, SKILLS, & ABILITIES:
The individual must possess the following knowledge, skills and abilities and be able to explain and demonstrate the essential functions of the job, with or without reasonable accommodation, using some other combination of knowledge, skills, and abilities.
- Requires good communication skills, both verbal and written
- Must have problem solving ability
- Must possess computer skills, including, but not limited to, accounting programs, Microsoft Word and Excel
- Excellent inter-personal skills
- Exceptional organizational and attention to detail