People & Culture Coordinator

About the Role
This position provides an opportunity to assist in the daily operations of the People & Culture department. The ideal candidate will consistently offer professional, friendly, and engaging services while maintaining a strong focus on interpersonal interactions and administrative responsibilities. This role encompasses a wide range of duties—ensuring the smooth operation of office logistics, supporting team activities, and fostering a positive environment for all employees.

Responsibilities

• Assist in the day-to-day operations of the People & Culture department.
• Maintain the flow of documents, ensuring compliance with hotel policies.
• Prioritize telephone calls and in-person visitors, scheduling appointments as necessary.
• Perform office administration duties including written correspondence, mail handling, photocopying, and ordering office supplies.
• Maintain a confidential filing system for correspondence, policies, standards, regulations, and various office matters.
• Conduct spot checks to ensure high standards of hygiene in Back of House areas including cafeterias, washrooms, and lounges.
• Assist heartists with the exit checklist, clearance, exit interview, and resignation process.
• Ensure timely posting of pictures from heartist events on communication channels such as Facebook, WhatsApp, and LinkedIn.
• Process letter requests from heartists for salary, employment, and experience certificates.
• Regularly file all heartist documents and maintain up-to-date heartist files.
• Process new heartists, status changes, and separations in Oasys.
• Update monthly attendance for People & Culture in Oasys.
• Prepare and send the birthday calendar to all heartists via email.
• Assist in leading People & Culture activities and events throughout the year, including Townhall, sports events, cafeteria events, CSR activities, and national celebrations.
• Respond to heartists’ requests related to banking, cafeteria inquiries, and insurance, displaying empathy and flexibility outside of normal working hours when necessary.
• Manage decorations related to People & Culture in the office and cafeteria for events.
• Liaise with agents to book vacation tickets for heartists.
• Oversee the order and issuance of Bienvenue Cards.
• Organize recognition initiatives for heartists, such as weddings, birthdays, and newborn celebrations.
• Oversee daily cafeteria operations, engaging with the catering company to ensure meal quality, conducting regular audits, and leading feedback collection surveys.
• Manage health insurance enrollment for new joiners and deletion of leavers from group insurance.
• Submit debit/credit notes from insurance to Finance and track follow-up actions.
• Process Workmen’s Compensation claims for workplace accidents.
• Support the Learning & Development section with relevant tasks when necessary.
• Assist the People & Culture team in various tasks as requested.

Qualifications

• Minimum of 2 years of previous hospitality experience in administration or People & Culture.
• Proficiency in Microsoft Windows applications is required; knowledge of Oasys is a plus.
• A university/college degree in a related discipline is an asset.
• Excellent communication and organizational skills are essential.
• Strong interpersonal and problem-solving abilities, with a flexible attitude.
• Demonstrated work ethics and a commitment to confidentiality.
• Highly responsible, trustworthy, and reliable.
• Ability to work cohesively as part of a team while displaying empathy at all times.
• Capable of maintaining composure and courtesy when addressing heartists' needs.
• Open-minded and willing to assist outside of working hours if necessary.

Additional Information
Your Team and Working Environment:

• Dynamic working environment.
• Defined development career path.
• Friendly and supportive team.

Job Type: Permanent
Job Schedule: Full-Time
Job Category: Talent & Culture