Human Resources Coordinator Job at Rosewood Mansion on Turtle Creek in Dallas

Overview

Human Resources Coordinator role at Rosewood Mansion on Turtle Creek. The HR Coordinator provides administrative support for HR processes including recordkeeping, file maintenance and HRIS payroll entry, and administers the Talent and Culture office.

Responsibilities

• Administer and monitor the usage of the Rooms Benefit Program for Mansion associates
• Prepare monthly associate birthday and anniversary list and distribute via email to department managers on the first of the month. Prepare monthly and anniversary cards and ensure these are signed and ready for distribution prior to the end of the month
• Coordinate vendor invoices and prepare POs to process for payment. This includes H2B apartments and utilities, pre-employment screenings, benefits and other Talent and Culture expenses
• Coordinate employee transportation logistics for interns, trainees, seasonal workers etc
• Prepare expense reports and ensure timely delivery of all invoices and expense reports to accounts payable for processing
• Handle all temporary staffing including:
  • Coordinate departmental schedule requests with agencies
  • Obtain and track timesheets for all department requests
  • Verify accuracy of invoices and process them for payment
  • Provide Payroll Manager with bi weekly event labor summary on the Monday of pay week
• Process Payroll Check Requests by ensuring forms are collected, signed by the Talent and Culture Director and submitted to Payroll for processing within payroll deadlines
• Assist with recruiting processes:
  • Greet applicants and provide instructions on completing online applications
  • Assist with completion of pre-employment screening processes, including submitting background checks and providing completed packets to the appropriate team members handling recruitment
• Maintain accurate associate information in ADP
  • Assist in updating associate data
  • Maintain an updated list of foreign languages
  • Run reports as needed
  • Maintain confidentiality of all information processed through ADP
• Distribute performance review notifications and reminders prior to Associates review due dates. Monitor submitted reviews and update due dates in ADP and tracker
• Assist with and coordinate eLearning and training sessions and provide support with driving adoption and utilization of learning and payroll platforms and systems for associates as well as utilization of internal communication app
• Submit purchase requests through Birchstreet to maintain office supplies and stock as needed
• Submit monthly orders and coordinate distribution and monitoring of bus pass deductions
• Prepare paychecks and vouchers for distribution on a bi weekly basis
• Coordinate associate recognition programs including Anniversary awards, Rock Star Drawing, Moments of Magic, Extraordinary Associate and Manager of the Quarter and Year awards
• Coordinate and or assist with associate events and volunteer programs such as volunteer sessions at Scottish Rite Hospital, hotel meetings and receptions. Submit meeting request form for events, training sessions, workshops etc and gain confirmation from the Catering team via BEOs of events per request
• Prepare new hire and benefits packets, onboarding forms including systems requests, benefits packets, orientation Culture Guidebooks and Learning Manual templates for new hires
• Provide support with issuing, follow up and timely collection of completed Integrated Training Plans ITPs
• Maintain associate files including new hires and terminations. Ensure all filing is done promptly and within the week
• Maintain office filing procedures and accurate up to date trace files
• Maintain and update associate resource areas such as notice and electronic boards. Assist with posting on Rosewood Internal Communication Platform notices, recognition, event recap etc
• Type correspondence, memos, verification letters and reports
• Coordinate gift requests with authorized suppliers including floral requests, cards, gift baskets etc
• Prepare and send faxes; receive and distribute faxes to appropriate personnel
• Ensure office standards are maintained at a superior level daily by:
  • Greet all individuals arriving to the office and assist with their needs as initial point of contact for all associates at all levels
  • Anticipate associates needs, respond promptly and acknowledge all guests during high and low volume days
  • Answer the main office line and support with answering other office telephone lines as necessary using hotel standards
  • Maintain positive guest and associate relations at all times
• Monitor and maintain cleanliness, sanitation and organization of the office and assigned work areas by
  • Maintaining sufficient stock of office supplies and copies of documents
  • Ensure copiers and printers are stocked with paper and working
  • Submit and monitor completion of work orders for maintenance repairs by Engineering
  • Submit and monitor completion of requests to Housekeeping for cleaning and supply requests such as tissues, vacuum, mop
• Maintain knowledge of all hotel services and features and hours of operation
• Maintain complete knowledge of and comply with all departmental policies, service procedures and standards
• Contribute to the creation of and implementation of Talent and Culture policies and procedures

This list of essential functions is not exhaustive and may be supplemented as necessary.

Qualifications

• Experience
  • Minimum of one year administrative experience, preferably in a human resources environment.
• General Skills
  • Must be able to perform job functions with attention to detail, speed and accuracy; prioritize, organize and follow up; be a clear thinker, remaining calm and resolving problems using good judgment; follow directions thoroughly; understand a guest’s service needs; work cohesively with co workers as part of a team; work with minimal supervision; maintain confidentiality of guest information and pertinent hotel data.
  • Must be able to provide mindful and emotionally appropriate support to fellow associates as needed with empathy and patience.
• Technical Skills
  • Proficiency with Microsoft Office products.
  • Must be capable of learning to use various HR and Payroll related systems such as ADP, SAP Birchstreet, ClearStar, etc.
  • Ability to communicate in a polished professional manner across electronic platforms.
  • Ability to type at least 55 wpm.
  • Highly organized and detail-oriented and able to multitask.
  • Understanding of finance processes preferred.
• Education or Certification
  • High School Diploma
• Language
  • Required to speak, read and write English. Spanish skills a plus.
• Physical Requirements
  • Must be able to endure various physical movements throughout the work areas, reach up and down, remain stationary at times throughout work periods, lift up to 20 pounds, and satisfactorily communicate with guests and co workers to their understanding. Must be able to walk up and down stairs multiple times per day when doorbell rings (office is upstairs without elevator).
• Others
  • While this job description is intended to be an accurate reflection of the duties involved in this position, the company reserves the right to add, remove or alter duties when business need dictates.

Job Details

• Seniority level Not Applicable
• Employment type Full-time
• Job function Administrative and Human Resources
• Industries Hospitality and Human Resources Services
• Location Dallas, TX
• Salary $60,000.00-$80,000.00
• Posted 1 month ago