People and Culture Coordinator

People And Culture Coordinator

Kennebunkport Resort Collection is seeking a People and Culture Coordinator to join their team!

This dynamic role will focus on employee travel and housing logistics as well as HR generalist administration. The right candidate will be willing to become heavily involved in staff housing management and onsite presence to ensure quality of housing offerings and employee satisfaction. Additionally, this role will work closely with the Transportation Manager to arrange shuttle driving for arrivals/departures and employee basic needs. As housing and transportation needs are seasonally heavy components of the position (Spring/Summer), the right candidate will also be capable of performing administrative duties to include time clock setup, new hire onboarding administration, verification of new hire identification, and other general HR tasks. This full time year-round position is a great entry level Human Resource opportunity for a candidate with basic HR experience seeking to diversify their People and Culture knowledge and responsibilities. Must be willing and able to balance on-site and hands-on work at various staff housing locations as well as administrative office work.

Housing Logistics:

• Complete monthly walk-throughs/housing check-in meetings as assigned
• Assist with room assignments and room change requests
• Work closely with Transportation Manager to schedule arrival/departure shuttle pick ups from airport/bus station/etc.
• Coordinate with housekeeping department to ensure staff rooms are cleaned and ready for new arrivals. Complete final room inspection and place welcome bag/letter with key.
• Strong communication with all housed associates to ensure a positive employee experience. Assist employees with ensuring housing provides their basic needs and necessary tools.
• Assist in assignment of staff housing locations/rooms, change requests, and general housing resolution. Attend weekly one on one meetings with Area Director of People + Culture, People + Culture Manager, and Transportation Manager to ensure staff housing is prepared for arrivals, departures, and current housed employees have basic needs met.
• Ensure term employees have housing room inspected and flipped timely after departure. Complete housing check-out form on employee final day in housing and add to employment file.
• Work closely with People + Culture Manager and centralized Payroll Specialist to ensure rent deductions are accurate.
• Run and submit to accounting the Housing Location Report on a monthly basis.
• Audit room inventory (pans, linens, etc.) and place appropriate orders via Birchstreet to prepare for arrivals.
• Prepare and place welcome bags for all new arrivals.
• Audit, resolve, and report any safety or maintenance concerns to Property Operations Manager.
• Seek out creative and cost-effective ways to maximize bed count and opportunities for housing. Research new housing opportunities for consideration as assigned.

International Staff Processing and Coordination:

• Participate in annual seasonal staff planning meetings with department heads.
• Attend third party/international labor attorney training webinars to ensure a high level understanding of international visa processing requirements and employer obligations.
• Responsible for the flow of international candidate profiles and resumes to hiring managers. Follow up to ensure managers consider candidates in a timely manner. Send offer letters once a determination is made.
• Collect required identification from visa holders to supply to attorney's team for visa processing. Upload IDs to attorney's portal, track outstanding items, and follow up regularly to ensure timely review of visa candidate's eligibility for filing.
• Arrange travel for all incoming seasonal hires slated for staff housing arrivals. Work closely with third party travel agent to book appropriate flights and communicate to incoming hire further transportation options (bus/uber/pickup).
• Code and process travel agent invoices via Ottimate.
• Assist employees with coordinating Social Security Office appointments.

People + Culture Admin. and General:

• Assist with forwarding incoming applicants to appropriate hiring managers daily.
• Assign required Anti-harassment training per state law. Track completion and provide follow-up reminders as needed.
• Send monthly birthday report to Executive team.
• Assist with HotelEffectiveness labor management, to include verifying secondary job setup, reoccurring reporting, auditing error reports, etc.
• Act as HotelEffectiveness champion, working with team leaders on win/losses according to labor plans, overtime reporting, reviewing schedules, etc.
• Maintain highest level of confidentiality with all payroll files/information.
• General office assistance (Monthly recycling, putting away orders, refrigerator, etc.).
• Act as culture champion for KRC and EOS Hospitality. Convey EOS Ethos to team members, motivate, lead by example, and take part in actively increasing morale.
• Willingness to work weekends, holidays, and/or flexible hours based on HR required business needs.
• Understand best practices in Emergency Evacuation Procedures, Accident Reporting, Right to Know Law, Written Information Security Program, Bloodborne Pathogen Procedures, and ensuring compliance with zero-tolerance policies including Anti-Harassment, Violence in the Workplace, or Influence in the Workplace.
• Comply with all time and attendance policies.
• Comply with all uniform, dress code, and appearance standards.
• Lead by example with professionalism and high standards of guest services.
• Monitor and delegate to subordinate team members to ensure they remain busy during their shift. Create an ongoing list of tasks ahead of time for use during the slower moments should they arise.
• Assist General Manager with additional administrative assigned projects
• Ability to communicate with managers and staff in a positive, efficient, and friendly manner.
• Have shared accountability through a willingness to step into whatever role is needed to meet employee and leadership expectations. This may include taking on job responsibilities outside of this job description and may require assisting other departments in their regular functions.
• Demonstrate a team-focused attitude and encourage collaboration. Motivate and lead the team to accomplish tasks effectively.

Essential Functions:

• Ability to remain standing/moving on feet for entirety of shift, up to 8 hours.
• Ability to remain in a stationary position for up to 8 hours.
• Ability to move and lift, up to 50 lbs.
• Ability to walk the property and grounds daily.
• Ability to move up and down stairs daily.
• Ability to use repetitive manual dexterity, for up to 8 hours.
• Ability to visually survey areas and view a computer screen for the majority of shift length, up to 8 hours.
• Ability to move quickly and perform tasks timely based on team needs.
• Able to communicate and exchange information effectively, with the ability to read, write, understand, and speak English.
• Must be proficient in online systems management including Microsoft Office, HRIS (UKG), scheduling modules, benefits portals, etc.
• Ability to furnish an active driver's license. Willing and able to drive regularly to various property locations.
• Ability to complete satisfactory background check.

Technology and Equipment:

• Microsoft Office, including Outlook, SharePoint, Word, and Excel programs.
• Phone, Printer/Copier/Scanner & Fax Machine
• Scheduling Software (HotelEffectiveness)
• Time Keeping/Payroll and HRIS Software (UKG)
• Invoice Software (Ottimate)
• Basic Cleaning Chemicals & Tools

Key Skills & Experience Required:

• Prior exposure to people management/human resources or related field, hospitality experience preferred
• Experience with international visa workers a plus
• Excels in technical programs such as an HRIS/ATS, complex spreadsheets, scheduling modules, and other online portals.
• Ability to perform the physical essential functions of the job as defined above
• Willingness to perform both office/admin duties as well as hands-on onsite duties such as making staff beds, trash removal, etc. as needed
• Demonstrate natural leadership qualities with a positive, team-focused attitude
• Available and willing to work flexible hours based on business needs.
• A self-motivator and task-oriented, capable of effectively working from home with minimal supervision.
• Demonstrates strong communication, organizational, and problem-solving skills.
• Expresses sincere enthusiasm for the role and passion for employee relations.
• Must know how to prioritize, delegate, and respond in a timely fashion. Able to work under pressure, multi-task, and stay focused with constant interruptions.

About Kennebunkport Resort Collection: