Human Resources Intern

Administrative Assistant

Support the overall operation of both the Executive Office & Human Resource Department in daily administrative functions. Assist the General Manager and Director of Human Resources with key responsibilities for both offices, which includes new hire administration, employee relations, training and communications with both hotel departments and Highgate corporate offices.

Responsibilities include:

• Support the employment process including applicant screening, determining eligibility for employment, conducting reference checks and verifying paperwork for accuracy.
• Refer potential new-hires to department managers when appropriate for interviews.
• Assist with department outgoing correspondence and memorandums as needed.
• Maintain all logs (new hire, termination, transfers, department meetings, turnover reports) daily by period and prepare reports in a timely, accurate manner.
• Assist with all benefit administration including group health insurance, vacation, sick, personal, leave of absence, jury duty pay, retirement plan. Ensure all policies and procedures are followed and all completed forms to be accurate with timely submission.
• Assist with coordination of all other new hire pre-employment steps, including drug testing; reference checks, etc., to ensure compliance with all Company policies and procedures.
• Respond to all interviewed applicants via telephone or letter within required time frame.
• Assist with completion of appropriate paperwork for new hires, terminations, payroll action forms and employee status changes on a daily basis and in a timely, accurate manner.
• Assist with New Hire Orientation: Help administer overview of benefits to new associates. Explain elements of various benefits to associates as required and assist with enrollment and claims processing.
• Present overview of Highgate Handbook with complete knowledge of all policies and procedures
• Notify all managers of monthly reviews, prepare payroll action forms and track all completed reviews to ensure reviews are given in a timely manner.
• Assist the HR department in maintaining accurate employee records.
• Assist with OSHA, Workers Compensation, and Unemployment Claims responsibilities for hotel.
• Assist with HR reception area duties: greeting associates, managers and potential new hires. Direct to appropriate manager if necessary.
• Assist in the production of Employee newsletter.
• Maintain associate's files and ensure that filing is completed at the end of each week.
• Assist with Associate Employee Relations Events.
• Ensure compliance of the Immigration Reform and Control Act for all employees.
• Maintain inventory of office and benefit supplies on a regular basis. Complete purchase orders needed to replenish such supplies.
• Keep employee bulletin boards current, post memos, pictures of employee events, loss prevention materials.
• Distribute paychecks as needed and ensure completed signature pages are collected complete from each department.
• Assist with other special hotel projects as needed.
• Provide GM with administrative support through scheduling of key appointments, coordinating in-house meetings & agendas, while assisting with all associate events.
• Assist the GM & hotel with Social Media management, including but not limited to: timely responses to twitter, on-line reviews, Facebook, Flicker, Yelp, Google+ and any other on-line channel open to the hotel's guests and clients
• Take the lead on web presence management, with Hyatt Brand Analytics and Micros Interactive our on-line website management vendor, insuring timely follow-up on website updates; these include updates, menus, promos and special calendar events
• Assist with daily Medalia tracking and reporting out daily results. Ensure timely follow-up from department heads on guest issues
• Assist with administration and management of hotel programs such as MOD, Lobby Ambassador, Zone management and ensure timely follow-up and communication on all facets of each from scheduling to reporting and execution
• Support upward, timely communication to Highgate corporate offices and senior leadership and ensure compliance with daily, weekly and monthly deliverables.
• Assist with weekly coordination of our Gold Passport Reception and assist with invite printing for in-house VIP's
• Assist with and ensure timely follow-up on all in-house guest communication and requests from within the hotel's guestrooms and present a response to the guest confirming receipt of their request.
• Assist with timely follow-up to incoming guest correspondence received through the hotel's general mailbox and forward to all departments as deemed necessary for their follow-up
• In absence of the GM, coordinate and follow-up on all corporate office requests and assist finance as needed on reporting requirements and deadlines
• Assist other departments on an as need basis when guest influx dictates.

Qualifications include:

• Light work – Exerting up to 20 pounds of force occasionally, and/or up to 10 pounds of force frequently or constantly to lift, carry, push, pull or otherwise move objects.
• Maintain a warm and friendly demeanor at all times.
• Must be able to effectively communicate both verbally and written, with all level of employees and guests in an attentive, friendly, courteous and service oriented manner.
• Must be effective at listening to, understanding, and clarifying concerns raised by employees and guests.
• Must be able to multitask and prioritize departmental functions to meet deadlines.
• Approach all encounters with guests and employees in an attentive, friendly, courteous and service-oriented manner.
• Attend all hotel required meetings and trainings.
• Maintain regular attendance in compliance with Highgate Hotel Standards, as required by scheduling, which will vary according to the needs of the hotel.
• Maintain high standards of personal appearance and grooming, which includes wearing the proper uniform and nametag.
• Comply with Highgate Hotel Standards and regulations to encourage safe and efficient hotel operations.
• Maximize efforts towards productivity, identify problem areas and assist in implementing solutions.
• Must be effective in handling problems, including anticipating, preventing, identifying and solving problems as necessary.
• Must be able to understand and apply complex information, data, etc. from various sources to meet appropriate objectives.
• Must be able to cross-train in other hotel related areas.
• Must be able to maintain confidentiality of information.
• Must be able to show initiative, including anticipating guest or operational needs.
• Perform other duties as requested by management.
• Must have basic PC knowledge, minimum typing speed of 35wpm, ability to write and communicate professionally, bi-lingual fluency a plus.
• Must be hospitality oriented, and possess the ability to work under pressure.
• Ability to work effectively under time constraints and deadlines.
• Leadership skills to motivate and develop staff and to ensure accomplishment of goals.
• Able to set priorities, plan, organize, and delegate.
• Should possess the ability to complete multiple tasks simultaneously.