People and Culture Coordinator | Four Season

Job Description

About Four Seasons:

Four Seasons is powered by our people. We are a collective of individuals who crave to become better, to push ourselves to new heights and to treat each other as we wish to be treated in return. Our team members around the world create amazing experiences for our guests, residents, and partners through a commitment to luxury with genuine heart. We know that the best way to enable our people to deliver these exceptional guest experiences is through a world-class employee experience and company culture.         

At Four Seasons, we believe in recognizing a familiar face, welcoming a new one and treating everyone we meet the way we would want to be treated ourselves. Whether you work with us, stay with us, live with us or discover with us, we believe our purpose is to create impressions that will stay with you for a lifetime. It comes from our belief that life is richer when we truly connect to the people and the world around us.

About the location:

A secluded oasis at the edge of an idyllic lagoon! On the east coast of Mauritius, lapped by turquoise waters perfect for water sports, our relaxing Resort is filled with lush greenery and dramatic views everywhere you turn. Each stylish villa and residence feature its own private garden and pool – just like the home for the Resort’s resident giant tortoises. After a day exploring the Indian Ocean or playing unlimited golf at both our Ernie Els-designed course and Bernhard Langer signature course, unwind at our award-winning Spa and raise a glass at one of our exciting dining venues. Mauritius is teeming with opportunities for your next day’s adventures. This beautiful resort opened in October 2008, and has 90 one-bedroom villas, 1 Presidential Suite, 45 two-to-five-bedroom residential villas, 5 stunning Food and Beverage venues in addition to managing an off-property beach bar/restaurant, an award-winning over water Spa, 2 tennis courts and a fitness center.

Purpose

Provide system and clerical support to the People & Culture Department and respond to inquiries in an efficient, courteous and professional manner to achieve maximum employee, applicant or vendor satisfaction while complying with all Four Seasons’ policies.

Job Responsibilities

General Tasks

• Executes all tasks assigned by assigned by respective Supervisors or Managers.
• Demonstrates a high degree of standards awareness; promotes teamwork and acts as role model
• Attends all scheduled training sessions
• Displays warmth, care and genuine enthusiasm when dealing with guests and internal customers; lives the Golden Rule.
• Adheres to the hotel's code of conduct, grooming & hygiene standards
• Is seen as working hands-on and assists colleagues in crunch times
• Actively participates in briefings and meetings
• Maintains a clean and orderly work area and promotes a safe working environment
• Maintains confidentiality of information in the department i.e employee conversations, employee personal details, medical issues, etc.
• Work harmoniously and professionally with co-workers and supervisors
• Performs any cognate duties as and when required.

Core Departmental Tasks

Administration

• Perform administrative duties such as typing, filing, scan documents, copying, faxing, raise PO, ordering stationeries and answering phone calls according to Four Seasons standards.
• Draft People and Culture related letters i.e. Bank, Employment Certificates, medical PEC etc.
• Prepares the Operation Meeting/Employee of Month PowerPoint slides at least two days prior to the schedule day or event.
• Send Email to the Employee of the Month Nominations.
• Employee Birthdays & Anniversaries – prepare Birthday cards and send to PC for signature, send list of birthdays with Pictures to FO; send list of Birthdays to GM, RM and RVP; Distribution of Cards prior start of the month.
• Conduct monthly inventory of the “I need it Now Boutique” and manage the Float.
• Prepare monthly provision for Staff Transportation.
• Update Locker master List every month.
• Send Tipping Pool update monthly.
• Update Welfare calendar every month based on date of activity held.
• Prepare posters for any upcoming events.
• Prepare SMYKM for new joiners on the day of embark.
• Send Casual Attendance Sheet to recruitment companies for preparing Invoice at the end of each month.
• Actively manage the Four Seasons Mauritius DODO News by adding new joiner; remove leavers and post each and every P&C activity on time i.e the same day.

• Manage the Staff Accommodation.

• Maintain proper record of room assignment.
• Conduct room inspection at the Staff Accommodation every quarter.
• Ensure room is ready for new arrival and welcome basket is prepared.

• Update and monitor Barter vouchers excel sheet.
• Step in Assistant P&C Manager tasks as and when required.

• Perform any cognate duties and as and when required.

Hiring

• Assist in the hiring process – filing of applications; calling/scheduling interviews; reply unsuccessful candidates; maintain application files i.e applications < 6mths.
• Conduct Reference Check for all new joiners prior Interview with Div Head/Resort Manager.
• Assist Successful Candidate after final interview stage – signature of policies and procedures as per Employee file checklist; uniform measurement; request for Morality Certificate receipt prior joining date.
• Assist New joiners –assign locker number; issue name badge; take employee picture with uniform and update picture database.
• Prepare the Employee file of the new joiners same day with the file checklist duly completed and handover to Asst People and Culture Manager for cross verification and Workday input.
• Maintain and update Employee File on a frequent basis (daily) to ensure that all files are up to date and there are no missing documents i.e promotion, transfer, bank letters, etc

Medical Insurance

• Send employee Medical insurance claims every Fridays and follow-up for payment.
• Keep a record of all Medical insurance Refund claims, track payment and ensure cheques are distributed within one week.
• Distribute Medical card for new joiners/renewals and ensure all employees receive their card within one week upon receipt.
• Prepare claim ratio monthly Report.

Transportation

• Ensure smooth transportation planning i.e send to security office O/N and E/M list of employees’ everyday by 4pm.
• Liaise with Transport Contractor for additional transport request i.e picnic, training, extra duties, very early, etc and mail should be sent for proper documentation.
• Log all additional transport request.
• Cross check monthly Transport Extra cost v/s request.
• Update monthly Transport Sheet at the Security post.

Payroll

• Scan all related documents for PMCR and save in related folders.

Workday & Bodet System

• Act as a Bodet Champion.

• Enroll new joiners on Bodet System on the same day they join or Leave the company..
• Assist any departments in regards to Bodet report and any change of section or department
• Assist employees in changing their Workday password, pictures and change of personal info.
• Add photo and emergency contact for New Joiners.
• Remove Employees who are on leave monthly

Welfare

• Prepare Action Plan.
• Active participation and presence include TEWF employee activities.

• Active participation/presence in all recognition welfare activities

Special Requirements

• Diploma/ Degree HR Management is mandatory.
• At least one year employment in similar position.
• Computer literate, with high competency level in use of Microsoft Office.
• Working experience in similar category of hotel will be an advantage.
• Requires reading, writing and oral proficiency in French and English language.

Compliance Policies

• Grooming Policy
• Confidentiality Agreement
• Policy Against Harassment
• Electronic Systems Policy
• Code of Business Conduct and Ethics
• Employee Handbook Acknowledgement Form