Staff Services Housing Coordinator

POSITION PURPOSE

A Staff Services & Housing Coordinator is primarily responsible for coordinating and managing a variety of services that support personnel ensuring efficient operations and addressing employee needs and often serving as the primary point of contact for staff inquiries. The role involves fostering an optimal working environment and acting as a resource for hotel staff by directing supervising and coordinating daily activities and routines. Key responsibilities include recruiting onboarding employee recognition benefits safety and training compliance.

ESSENTIAL RESPONSIBILITIES

• Assist in the preparation of all documents and forms pertaining to the staff members personnel files and the hiring process. This encompasses but is not limited to prescreening reference checks Form I9 and any required job certifications such as Food Handlers certification.
• Leading employee onboarding and orientation sessions to ensure new hires have a smooth and welcoming start setting them up for success from day one.
• Promote benefit programs and assist as needed.
• Create and place recruitment advertisements in appropriate media outlets according to EEOC guidelines with assistance from the General Manager and Director of Human Resources.
• Oversee Paycom system and assists staff in the use of selfservice module.
• Maintain Staff Services information system with accurate staff records and comply with Federal State and local laws.
• Process and assist with Workers Comp paperwork as needed.
• Process and assist with Guest Liability Claims as needed.
• Attend Departmental Meetings to take notes & track any training sheets including but not limited to safety standups
• Assist in facilitating Safety Meetings with Safety Committee
• Maintain and update Associate Communication Boards.
• Assist with data entry on Team Member Monthly Newsletter.
• Process staff requests related to FMLA FLSA ADA Pregnancy Leave and any other regulation relating to employment law while accurately tracking on Paycom system and keeping the Azul Corporate Office and General Manager abreast of all claims/concerns.
• Monitor audit and support Time and Attendance system.
• Ensure all job descriptions are accurate and up to date while maintaining control of all changes and updates.
• Monitor Azul Hospitalitys Learning programs and modules and ensure Department Heads are maintaining compliance with all staff members.
• Ensure compliance with staff member training requirements.
• Ability to maintain positive relations with line staff managers and communicate concerns to upper management while maintaining the highest level of confidentiality.
• High standards in attention to detail organizational skills and accuracy.
• Ability to work alone on a broad variety of projects.
• Arrange provide and ensure training of new staff members to include familiarization of property standard operating procedures and policies.
• Serve as a role model to all staff members adhering closely to policies and procedures practicing the highest standards of performance. Set the highest possible example in conduct temperament punctuality and standards of work.
• Monitor and recommend all staff member activities and programs on a quarterly basis including additions deletions and changes.
• Complete routine Labor Reports & Productivity report as well as any other staff reporting as needed.
• Ensure that all administrative procedures are in place and function effectively.
• Ensure that all required reports are completed on a timely basis.
• Be prepared to advise the General Manager and Director of Human Resources of all matters relating to Staff Services.
• Attend daily operations meetings weekly leadership meetings and monthly Talent Team meetings
• Be familiar with the Staff Member Handbook all company policies and benefits so that they can intelligently answer questions to staff members they supervise and to obtain answers from Azul Corporate Office for any question about policies or benefits they cannot answer.
• The position responsible for assembly and maintains and facilitating new hire orientation required for all staff with in first 30 days of employees onboarding.
• Administration of the Employee Housing Program.
• Schedule Housing Inspections
• Ensuring the safety and security of housing sites
• Coordinating maintenance activities
• Task requires position to have selfreliant transportation to get to and from employee housing at all hours (Milage to be reimbursed)
• Position required to complete and maintain running inventory by unit (Glass / Silver / China / Bed linens) etc.
• Position is required to do all Prewalk inspections and post walk inspections with tenants to document any and all deficiencies / Damages.
• Position required to collect all monthly rental installments
• Position required to address any housing disturbances that may happen at any time 24/7 such as structure failure of equipment (Heating / Air / Plumbing) domestic disturbances that may require involving the local authorities and or any other disturbances that would impede any of the residence
• Position responsible for market and rent housing units in the event not rented by employees to minimize ownership financial liability.
• All other duties assigned by manager.

SUPPORTIVE FUNCTIONS

In addition to performance of the essential functions this position may be required to perform a combination of the following supportive functions with the percentage of time performing each function to be solely determined by the manager based upon the particular requirements of the hotel:

• Assist with any guest inquiry.
• Follow all company and safety and security policies and procedures.
• Report maintenance problems safety hazards accidents or injuries.
• Perform other reasonable job duties as requested by direct and indirect supervisors.

PHYSICAL DEMANDS

• Environmental conditions are inside a job is considered inside if staff spends approximately 90 percent or more of the time inside. Temperature is moderate and controlled by office environmental systems.
• Must be able to sit at a desk for up to ten 8 hours per day. Walking and standing are required the rest of the working day. Length of time of these tasks may vary from day to day and task to task.
• Must be able to exert wellpaced ability to maneuver between functions occurring simultaneously.
• Must be able to lift up to 45 lbs. as needed.
• Requires grasping writing standing sitting walking repetitive motions bending climbing listening and hearing ability and visual acuity.
• Hearing smelling tasting and visual ability to observe and distinguish product quality and detect signs of emergency situations.
• Talking and hearing occur continuously in the process of communicating with staff supervisors subordinates occasionally clients and ownerships.
• Vision occurs continuously with the most common visual functions being those of near and color vision and depth perception.
• Must have finger dexterity to be able to operate office equipment such as computers printers 10key adding machine multiline touch tone phone filing cabinets FAX machines photocopiers dolly and other office equipment as needed.
• Thorough knowledge of federal state and local laws governing equal employment opportunity and civil rights occupational safety and health wage and hour issues and labor relations including but not limited to the following statutes and their state and local analogues (where applicable): Title VII ADEA Equal Pay Act Pregnancy Discrimination Act FLSA ADA OSHA FMLA and NLRA.

SPECIFIC JOB KNOWLEDGE SKILLS AND ABILITIES

The individual must possess the following knowledge skills and abilities and be able to explain and demonstrate that he or she can perform the essential functions of the job with or without reasonable accommodation using some other combination of knowledge skills and abilities:

• Must be able to travel on occasion as needed.
• Must be able to speak read write and understand the primary language used in the workplace.
• Requires good communication skills verbal written and electronic.
• Considerable knowledge of complex mathematical calculations and computer programs.
• Must have excellent leadership capability and customer relations skills.
• Must be detail oriented with outstanding organizational and communication skills.
• Must possess intermediate computer skills.
• Must possess basic computational ability.
• Ability to analyze foresee user needs and makes judgments to ensure proper tools are provided at property level.
• Ability to effectively deal with internal and external customers some of whom will require high levels of patience tact and diplomacy and collect accurate information to resolve conflicts.
• Knowledgeable about basic function of Windows OS MS Office PMS PBX Key system and POS.
• Selfdriven and able to work independently.

EDUCATION

• High school or equivalent education required.
• Bachelors degree preferred.

EXPERIENCE

• Previous Hotel/Resort experience preferred.
• 1 to 2 years of Human Resources preferred
• Bilingual proficiency in English and Spanish is required.

LICENSES OR CERTIFICATIONS

• Ability to provide and maintain a valid drivers license as the position may require the operation of motorized and electric vehicles.

GROOMING

All Staff Members must maintain a neat clean and wellgroomed appearance per Azul Hospitality standards. Refer to the property specific required grooming and uniform standards policy.

ATTENDANCE

Regular attendance in conformance with the standards which may be established by Azul Hospitality from time to time is essential to the successful performance of this position. Staff with irregular attendance / tardiness will be subject to disciplinary action up to and including termination of employment. Upon employment all staff is required to fully comply with Azul Hospitality rules and regulations for the safe and effective operation of the hotels facilities. Staff members who violate hotel rules and regulations will be subject to disciplinary action up to and including termination of employment. Due to the cyclical nature of the hospitality industry staff members may be required to work varying schedules to reflect the business needs of the hotel. In addition attendance at all scheduled training sessions and meetings is required. This job description is not an exclusive or exhaustive list of all job functions that a staff member in this position may be asked to perform from time to time.