People and Culture Coordinator

Roles and responsibilities

• Provide service that is sincere, warm and enthusiastic, ensuring the Heartist® satisfaction in order to make a professional first impression of the Talent & Culture Department
• Support the Talent & Culture /Learning & Development team whilst maintaining strict confidentiality of information at all times
• Display thorough understanding of Talent & 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:

• To assist in organizing heartist events including heartist parties, sports teams and lifestyle classes.
• To organise requirements for learning & developments activities including refreshments and copying of manuals
• To regularly update the communication boards for all heartists and assist with the implementation and communication of all hotel policies and procedures.
• Ensure timely submission of T&C Deliverables.
  

Operations

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

Desired candidate profile

• To provide administrative support to the Cluster Director of Talent & Culture and Cluster Assistant Learning & Development Manager.
• To maintain a database related to annual vacation, flight bookings, utility payments, furniture allowance, internal applications
• Respond to all applications and maintain the Talent Bank for potential future candidates
• To schedule interviews coordinating multiple calendars in outlook.
• To conduct reference checks using the Accor standard forms
• Update candidates regarding their application status.
• Accurately prepare and send contracts to candidates, along with the required paperwork (eg Code of Conduct, Grooming Policy and Benefits Summary)
• To follow up on all job offers, ensuring acceptance and declined offers are clearly communicated to the relevant parties
• 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
• Coordinate, book and confirm flights for new arrivals
• Prepare arrival listing in advance and send to housing
• To coordinate payment for recruitment agencies with finance
• To create Heartist Files and file all heartist related documents correctly and efficiently on an ongoing basis
• To generate monthly Talent & Culture, Learning & Development and Recruitment reports on a monthly basis
• To monitor and update the manning guide on a daily basis and track staff arrivals and start dates
• Prepare letters for heartists as requested (e.g. bank letters, staff offer letters)
• 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.