People and Culture Coordinator

Job Description

The Role:

• Provide service that is sincere, warm and enthusiastic, ensuring the Heartist® satisfaction in order to make a professional first impression of the People & Culture Department

• Support the People & Culture /Learning & Development team whilst maintaining strict confidentiality of information at all times.
• Display thorough understanding of People & Culture and Learning & Development policies and procedures and be able to provide up to date information and prompt answers to Heartist and candidate queries
• To take the time to get to know the Heartists® 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 Heartists expectations in busy work environment.
• Possess advanced knowledge of Microsoft Office systems.

Key Deliverables and Responsibilities:

Planning & Organizing:

1. To assist in organizing Heartist events including Heartist parties, sports teams and lifestyle classes.
2. To organise requirements for learning & developments activities including refreshments and copying of manuals
3. To regularly update the communication boards for all Heartists and assist with the implementation and communication of all hotel policies and procedures.
4. Ensure timely submission of P&C Deliverables.

Operations:

1. To prepare name badges and ID cards and any replacements required
2. To maintain a database of People & Culture purchase requisitions and other related payables.
3. Oversees all applications submitted via SMART RECRUITERS and other sources, screens CVs and sends to the Cluster Director of People & Culture or Cluster Assistant People & Culture and Learning & Development Manager for review.
4. Keeps the People & Culture /Learning & Development Office and Training Room tidy
5. Orders stationery as required.
6. Assist Cluster Assistant People & Culture and Learning & Development Manager in preparing room for training.
7. Track completed performance appraisals and remind Department Heads of deadlines
8. Has an environmentally friendly approach to use of energy and paper in the office.

Administration:

1. To provide administrative support to the Cluster Director of People & Culture and Cluster Assistant People & Culture and Learning & Development Manager.

2. To maintain a database related to annual vacation, flight bookings, utility payments, furniture allowance, internal applications.
3. Respond to all applications and maintain the Talent Bank for potential future candidates.
4. To schedule interviews coordinating multiple calendars in outlook.
5. To conduct reference checks using the Accor standard forms.
6. Update candidates regarding their application status.
7. Accurately prepare and send contracts to candidates, along with the required paperwork (eg Code of Conduct, Grooming Policy and Benefits Summary).
8. To follow up on all job offers, ensuring acceptance and declined offers are clearly communicated to the relevant parties.
9. Communicate with new arrivals to ensure all paperwork required for visas is collected and sent to the visa clerk for processing in a timely manner.
10. Coordinate, book and confirm flights for new arrivals.
11. Prepare arrival listing in advance and send to housing.
12. To coordinate payment for recruitment agencies with finance.
13. To create Heartist Files and file all Heartist related documents correctly and efficiently on an ongoing basis.
14. To generate monthly People & Culture, Learning & Development and Recruitment reports on a monthly basis.
15. To monitor and update the manning guide on a daily basis and track staff arrivals and start dates.
16. Prepare letters for Heartists as requested (e.g. bank letters, staff offer letters).
17. Prepare training certificates for every Heartist that attends and completes a training course.

Important Aspects on Learning/ Hygiene / Personal Safety / ESG/ WATCH / RiiSE /Confidentiality:

• Complete all INES Learnings (Heartist Onboarding and other recommended Modules), Onboarding and assigned learnings before the completion date and submit all documents aptly
• Ensure proper care of all equipment and furniture entrusted for Heartists use.
• Be well-familiar with the hotel's policies and procedures, well-acquainted with the physical layout of the hotel and its premises and knowledgeable of the hotel's emergency procedures in regard to fire, medical, bomb threat, black-out and evacuation.
• Knows the safety regulations and ensures their application & ensures the safety of people and property in the hotel.
• Respects and ensures respect of the hotel's commitments to the "Environment Charter" of sustainability program (SCHOOL FOR CHANGE) (saving energy, recycling, sorting waste etc.).
• Support and respect – RiiSE, WATCH and other Accor Programs
• Understands and strictly adhere to the Rules & Regulations established in the Heartists Handbook and the Hotel’s policy on Fire, Hygiene, Health and Safety.
• Ensure that confidential records and other confidential information are properly safeguarded and are not removed from the office.
• Does not disclose any financial information or any other information of the Accor Hotels. And Follow the correct channels for Ethical Issues/Grievances in the hotel.

Our Values

Our values are our common language, they drive us every day. Embodied in and flowing through our Heartist program, a symbol of our identity and culture, these values are the bedrock that binds us to the Group. They perpetuate and spread -beyond professions, persons, countries and cultures- the sense of hospitality and service, our strength and nourishment of the Group’s success worldwide.

Guest Passion

We obsess over our customers. Our guests are the driver of our decisions and our actions. We put them first, we care for them. We go the extra mile for them. We enjoy doing it.

Sustainable Performance

We believe that hospitality has the power to unlock a better tomorrow. We act for good to support & empower the communities in which we live and protect the planet that you visit.

Respect

We are connected with the world, and to others. We enjoy the mix of cultures. We are proud of our differences. We put you first and we value you, whoever you are. We care for the planet.

Spirit of Conquest

Our guests are globetrotters, and so are we. We want to be where they want to be. We explore, we initiate, and we develop. We are ambitious for our guests. We make the impossible possible, we have fun doing it.

Trust

Hospitality is a team sport, and we’re stronger when we trust and support each other. We believe in natural kindness, respect our differences and value all voices. We work as one team, to say what we do, and do what we say.

Innovation

We dare to challenge the status quo. We embrace innovation and challenge ourselves to do things better and faster. We take risks, dream the impossible and make it possible.

Qualifications

• 1-2 years of experience in a similar Human Resources position or strong experience in administration role and payroll.
• Strong computer skills and social media savvy with an excellent knowledge of Graphic Design Software (Adobe Suite, Canva etc)
• Ability to maintain the highest level of confidentiality. 
• A strong work ethic with a proactive and flexible approach.
• Ability to coordinate and build a strong core of people who can assist with hosting events.
• Ability to work well under pressure.
• Ability to support a collaborative environment.