Job description
JOB OVERVIEW:
Responsible for administration, implementation and coordination of employee activities and core health/welfare benefit programs for the hotel, including safety and wellness programs. Assist with clerical/secretarial and administrative support for the Human Resources Department, including typing, computer input, filing, tracing, tracking, answering telephones, printing reports, maintaining employee files and departmental records/logs. Assisting with the employment function and training function as requested.
JOB OVERVIEW:
Responsible for administration, implementation and coordination of employee activities and core health/welfare benefit programs for the hotel, including safety and wellness programs. Assist with clerical/secretarial and administrative support for the Human Resources Department, including typing, computer input, filing, tracing, tracking, answering telephones, printing reports, maintaining employee files and departmental records/logs. Assisting with the employment function and training function as requested.
REPORTS TO: Assistant Director of Human Resources.
SUPERVISES: N/A.
WORK ENVIRONMENT:
Human Resources offices.
Job involves working:
- under variable noise levels.
- indoors
KEY RELATIONSHIPS:
Internal: Human Resources staff and all hotel management and staff.
External: Hotel guests/visitors, civic organizations, employee benefits representatives, other hotels, other vendors, government agency personnel, corporate office personnel, and other Peabody Hotels’ staff. Assist with job applicants, employment/recruiting agencies, and hotel training.
ESSENTIAL JOB FUNCTIONS
- Maintain complete knowledge of and comply with all departmental policies, service procedures and standards.
- Maintain complete knowledge of correct maintenance and use of equipment. Use equipment only as intended.
- Anticipate associates’ needs, respond promptly, and acknowledge all associates.
- Always maintain positive associate relations.
- Monitor and maintain cleanliness, sanitation, and organization of assigned work areas.
- Maintain knowledge of all hotel services/features and hours of operation.
- Access all functions of computer.
- Set up workstation with necessary supplies and resource materials.
- Answer telephone according to Peabody Service Excellence® practices.
- Greet all individuals arriving at office and assist with their needs.
- Resolve associate’s complaints timely, ensuring associate satisfaction.
- Monitor and maintain cleanliness, sanitation and organization of assigned work areas.
- Maintain complete knowledge at all times of:
- ADA
- Workman’s Comp/OSHA.
- FMLA
- COBRA
- HIPPA
- ERISA
- Tour regularly, work areas to look for safety hazards and check staff adherence to hotel policies and procedures.
- Develop and conduct benefit orientation program for all new hires.
- Ensure accurate maintenance of all employee files.
- Audit associate benefits records.
- Complete documentation and monitor billing on employee insurance and COBRA, ensuring entitlement of benefits.
- Investigate, complete documentation and coordinate worker's compensation, ensuring entitlement of benefits.
- Coordinate associate request, ensuring authorized approvals and document on:
- Leave of Absence.
- Health/Welfare Plans.
- Bereavement Time.
- Savings & Retirement 401(k) Plan.
- Safety/Workman’s Compensation.
- Coordinate non-cost benefits (i.e., movie tickets, discounts, credit union).
- Coordinate employee incentive and recognition programs.
- Coordinate with the Executive Committee all employee social and sports activities (i.e., awards banquet).
- Maintain confidentiality and security of employee and hotel records.
- Prepare and send all designated corporate reports.
- Maintain clear lines of communication with all managers and associates. Develop communication materials as necessary.
- Assist with associate inquiries in all benefit areas in support of various programs including orientation, benefit/changes, enrollments and terminations.
- Attend monthly Safety meetings.
- Coordinate and promote Wellness program.
- Conduct monthly audit for all insurance programs to control expenses, keep records accurate and current.
- Maintain accurate associate deductions due to changes in payroll and follow up with in arrears.
- Coordinate with Workers’ Compensation managers, insurance administrators, physicians, and to investigate and process claims. Maintain files/records for compliance and keep current.
- Maintain Leave of Absence records in compliance with hotel policy.
- Maintain OSHA reports as required.
- Prepare monthly departmental accident reports and owner’s loss ratio reports.
- Data input for all insurance eligibility reports including changes, terminations, and additions.
- Plan and coordinate quarterly Associate of the Month award and luncheon.
- Perform other work related duties as assigned by Management.
- Process terminations/promotions/salary changes/performance review records. Coordinate with Payroll to control expenses and keep records accurate.
- Administer 401K plan. Process 401K plan transactions.
- Document and maintain appointment calendar for Assistant Director of Human Resources.
- Make telephone calls to specified individuals as requested by the Human Resources Team.
- Maintain accurate trace files and communicate daily traces to Assistant Director of Human Resources.
- Maintain filing systems and procedures.
- Prepare and send faxes; receive and distribute faxes to appropriate personnel.
- Make photocopies.
- Type correspondence, memos, and reports.
- Update employee files and computer base according to information listed on respective AA.
- Prepare updated list on bi-lingual employees and distribute.
- Greet job applicants and provide instructions on completing applications.
- Screen applicants.
- Route applications to respective department managers; assist in scheduling interview appointments. Send regret letters where designated.
- Conduct reference checks.
- Maintain application files.
- Prepare paperwork and nametags for new employees and replacements for current employees.
- Process paperwork for terminations.
- Complete all departmental forms/reports and distribute:
- W-4
- AA
- I-9
- WOTC
- Exit Interview
- Monthly Labor Turnover Report
- Respond to requests for reference checks on previous employees.
- Maintain a current manual on all departmental forms and form letters with instructions.
- Prepare daily/weekly departmental payroll records and submit to Human Resources Director.
- Document pertinent information in departmental logbook.
- Review status of incomplete work and follow up actions with Assistant Director of Human Resources.
- Maintain Human Resources Data Base and mark and pack files for storage.
- Always maintain positive associate relations.
- Maintain knowledge of open positions and obtain signed job descriptions.
- Review new and updated job descriptions for spelling and content.
- Monitor and update staffing requests daily.
- Remain responsible for the open position listing update, maintenance, and posting on a weekly basis.
- Conduct Exit interviews.
SECONDARY JOB FUNCTIONS
- Assist Human Resources Team as assigned.
- Order refreshments for designated meetings through Room Service.
- Complete supply requisitions and submit to Director of Human Resources.
- Coordinate floral requests with authorized suppliers.
- Process requests for employee complimentary rooms.
- Attend designated meetings, take minutes, transcribe and distribute.
- Assist in organizing and participating in hotel events and job fairs.
- Complete special projects as assigned.
- Assist in preparation of Monthly Birthday and Anniversary Calendar and Cards.
- Follow up on assignments and special projects given by the Director of Human Resources.
- Attend association meetings and functions.
- Handle tuition reimbursement plan according to policy.
- Responsible for United Way campaign and other hotel sponsored community programs.
- Track, order and plan service awards and supplies.
- Act as liaison between insurance company and hotel regarding billing discrepancies and questions.
QUALIFICATIONS
Essential:
- High school graduate or equivalent.
- 1 year benefits background.
- 1 year experience in Human Resources.
- Knowledge of Workers Comp, OSHA, COBRA, FMLA, ADA, HIPAA, EEOC, Wage & Hour and benefits compliance laws.
- Computer literate.
- Accurately compute mathematical calculations (add, subtract, multiply and divide numbers).
- Fluency in English, both verbal and written.
- PC computer software proficiency and experience in MS Word, Excel, PowerPoint and DOS based systems.
- Ability to:
- perform job functions with attention to detail, speed and accuracy.
- Type 55 wpm accurately.
- prioritize and organize.
- be a clear thinker, remaining calm and resolving problems using good judgment.
- follow directions thoroughly.
- understand associate service needs.
- work cohesively with co-workers as part of a team.
- work with general supervision.
- maintain confidentiality of associate/guest information and pertinent hotel data.
- utilize basic office equipment.
- execute all safety and emergency procedures.
- satisfactorily communicate with guests, management, co-workers and applicants in a courteous, empathetic and discreet manner.
- maintain regular and punctual attendance.
- adhere to Peabody grooming standards.
- uphold and exemplify Peabody Service Excellence®.
Desirable:
- College degree.
- Certification of previous training in computers/ software.
- Fluency in a foreign language, preferably Spanish.
- Previous experience in hospitality industry, preferably in Human Resources at a 3-4 star hotel.
- Familiarity with preparing statistical reports.
PHYSICAL ABILITIES
Essential:
- Exert physical effort in transporting up to 25 pounds throughout the work areas.
- Endure various physical movements, including bending, squatting throughout the work areas.
- Reach 3
- Remain in stationary position for extended period of time throughout work shift.
STANDARD SPECIFICATIONS
Requirements are representative of minimum levels of knowledge, skills and/or abilities. To perform this job successfully, the incumbent will possess the abilities or aptitudes to perform each duty proficiently. Some requirements may exclude individuals who pose a direct threat or significant risk to the health and safety of themselves, other employees, or guests.
A review of this description has excluded the marginal functions of the position that are incidental to the performance of fundamental job duties. All duties and requirements are essential job functions.
This job description in no way states or implies that these are the only duties to be performed by the employee occupying this position. Employees will be required to perform any other job-related duties assigned by their supervisor.
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