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Human Resources Coordinator

General Information

Country/Region
United States of America
Province/City
Dallas, Texas
Hiring Entity
Rosewood Mansion on Turtle Creek
Department
Talent and Culture
Job Type
Full-time Permanent

Job Description

Job summary -
Provide assistance with and facilitate talent and culture (HR) processes by providing administrative support for different functions as needed, including recordkeeping, file maintenance and HRIS/Payroll entry. Responsible for the administration and maintenance of the Talent and Culture office.

Essential Duties and Responsibilities – (Key Responsibilities)
The following are specific responsibilities and contributions critical to the successful performance of the position:
• 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 T&C expenses.
• Coordinates employee transportation logistics for interns, trainees, seasonal workers etc.
• Prepare expense reports and ensure timely delivery of all invoices/check requests/expense reports to AP for processing.
• Handle all temporary staffing including:
o Coordinate departmental schedule requests with agencies.
o Obtain and track timesheets for all department requests.
o Verify accuracy of invoices and process them for payment.
o 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 T&C Director and submitted to Payroll for processing within payroll deadlines.
• Assist with the following recruiting processes:
o Greet applicants and provide instructions on completing online applications.
o 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, including:
o Assist in updating associate data.
o Maintaining an updated list of foreign languages
o Run reports as needed
o Maintain confidentiality of all information processed through ADP.
• Distribute performance review notifications and reminders prior to Associates’ review due dates. Monitor submitted reviews and updating due dates in ADP and tracker.
• Assist with and coordinate eLearning & training sessions and provides support with driving adoption/utilization of learning, and payroll platforms/systems for associates as well as utilization of internal communication app.
• Submit purchase requests through Birchstreet to maintain office supplies/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 – Anniversary awards, Rock Star Drawing, Moments of Magic, Extraordinary Associate and Manager of the Quarter/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 to include systems request, 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.g. 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:
o Greet all individuals arriving to the office and assist with their needs (initial point of contact for all associate at all levels).
o Anticipate associates’ needs, respond promptly and acknowledge all guests, during high and low volume days.
o Answering the main office line, providing support with answering other office telephone lines as necessary using hotel standards.
o Maintain positive guest/associate relations at all times.
• Monitor and maintain cleanliness, sanitation and organization of the office and assigned work areas by:
o Maintaining sufficient stock of office supplies and copies of documents.
o Ensure copiers and printers are stocked with paper and working appropriately.
o Submitting and monitoring completion of work orders for maintenance repairs by Engineering.
o Submitting and monitoring completion of requests to Housekeeping for scheduling of cleaning and supply of requests (e.g. tissues, vacuum, mop).
• Maintain knowledge of all hotel services/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.
Other Standard Responsibilities -

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.

About Us

One of the most romantic hotels in Dallas, Rosewood Mansion on Turtle Creek® retains the intimate ambience of the private residence it once was. Meticulously restored interiors and impeccable service, attentive associates and thoughtful amenities make it an icon among Dallas luxury hotels. For decades, the Mansion Restaurant has been acclaimed as one of the best restaurants in Dallas for fine dining. A proud tradition of culinary excellence is at the heart of all dining experiences at Rosewood Mansion on Turtle Creek, which also presents guests with options for al fresco and in-room dining.