HR Coordinator

About our company:

Springboard Hospitality is a premier third-party hotel management company with a 30 year history transforming lifestyle hotels from the islands of Hawaii to the tip of Florida.

Springboard team members are a diverse mix of independent innovators savvy storytellers adventure-seekers tech entrepreneurs free-thinkers and community leaders making waves across one of the most diverse portfolios in the industry.

At every level the Springboard team is dedicated to going Above & Beyond to deliver hotels that transform people properties & communities. From memorable moments at the front desk to thoughtful room touches to inspired onsite programming the Springboard team is committed to empowering the travelers journeyinviting them to experience the frequency of each hotels locale pushing authentic human connection exploration and discovery while also driving revenue.

Springboard values intentional culture and whole-heartedly believes in nurturing training and empowering the careers of the hospitality leaders of today and tomorrow encouraging them to travel and explore through Springboards award-winning portfolio. From work life balance to career development Springboard values and invests in the greater team reflected in zero corporate turnover during the pandemic well positioned for continued growth through the future.

mission:

The People & Culture Coordinator is responsible for assisting the People & Culture team with a variety of Human Resources functions. He/she is also responsible for filling all hourly positions in a timely manner accurate and timely completion of paperwork and the understanding and enforcement of company policies.

SCOPE OF WORK TEAM

• Reports to Area Manager of People & Culture Coordinator
• Supports the People & Culture Department

RESPONSIBILITIES

• 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.
• Assist in the day-to-day operations of the People & Culture department including but not limited to creating and maintain filing systems; distribute and routing mail; maintaining office supplies; collaterals and forms; respond to phone calls and inquiries; prepare create and distribute People & Culture related correspondence as needed.
• Maintain confidentiality at all times and must secure all associate and company records; ensure that all associate issues and information are kept confidential on a business need-to-know basis.
• Assist review and facilitate in recruitment efforts. Process job requisitions: assist in advertising approved open positions and process applications; continuously search for recruitment sources for open positions; pre-screen applicants; schedule and facilitate interviews; assist in conducting and documenting reference checks background checks and enter data in other new hire vendor sites as needed; follow through on all new hire processes and procedures.
• Maintain an open-door policy; respond to inquiries requests listen and respond appropriately to concerns of associates and management regarding Human Resources programs policies and guidelines. Coordinate with appropriate People & Culture Regional Supervisors on all matters that need to be escalated for further review.
• Prepare maintain and organize all Human Resources files associate records and logs (i.e. new hire termination transfers OSHA logs department meeting minutes safety meeting minutes QAC minutes leave-of-absence logs turnover reports logs etc.).
• Assist with all benefit enrollment and administration. Ensure all benefit forms are complete and processed in a timely manner reconcile bi-weekly/monthly benefits schedules and bills; ensure timely payment of invoices.
• Input and update HRIS new hires terms payroll action forms in a timely manner. Enter all personnel information and updates in Payroll/HR Profile/Time Clocks and ensure that all earnings and deductions are accurate and processed timely.
• Facilitate day-to-day payroll administration; collect approved time sheets variance forms and other payroll back-up; ensure that any discrepancies in the time sheets are supported with a variance form; ensure that all Wage and Hour regulations and OLS guidelines covering overtime rest periods and meal breaks etc. are strictly followed.
• Ensure that all accidents and injuries are reported to the workers compensation carrier and corporate office; report unsafe work conditions to the Regional Human Resources Director; assist managers in conducting initial investigations if needed; monitor claims; coordinate with associate clinic Lockton and WC carrier to ensure that all are notified on any changes and updates on open claims; coordinate with managers and facilitate in providing modified duties to injured workers maintain claim files and ensure that the Regional Human Resources Director and corporate office is notified whenever a new claim is filed and alerted on all status changes.
• With corporate guidance: may administer advise and recommend appropriate disciplinary action; ensure that the OLS policies are followed and that discipline is administered fairly and is in accordance with all Federal State and Local laws.
• Assist with the Orientation process: coordinate with Area Director of Operations & Talent Recruitment & Culture sister hotels to schedule monthly new hire orientation; assist in set-up and putting together material for the meeting.
• Provide benefit packets to all new hire associates and ensure timely completion of benefit enrollment forms check for accuracy and enter enrollments changes and terminations in carrier websites.
• Track all performance evaluations are completed timely by notifying all department heads of performance review date of their staff at least one month prior to the due date ensure reviews are returned together with the Performance Action forms (PAF) with the Hotel Manager and Regional People & Culture supervisor approvals and track all completed evaluations to ensure reviews are given in a timely manner.
• Respond to Unemployment Claims maintain claim files; update the Regional People & Culture Manager immediately on all claims requiring special handling; assist in the communicating with the unemployment claims administrator on the status of all unemployment claims.
• Assist with the Team Member of the Month/Quarter if any by distributing nomination forms and arrange recognition program. Assist with team member Employee Relations Events.
• Facilitate and conduct monthly Quality Assurance Committee (QAC) Meetings; maintain QAC meeting minutes and responses.
• Ensure compliance with the Immigration Reform and Control Act for all employees (I-9s); and follow through on all open cases with appropriate action items.
• Ensure that managers are compliant with OLS safety guidelines; schedule and participate in monthly safety meetings maintain minutes of the meeting and attendance rosters; schedule and maintain safety training logs and attendance rosters refer to the Injury and Illness Prevention Program (IIPP) Manual to ensure that appropriate training is conducted and documented.
• Manage termination processes; ensure that all termination paperwork is complete with back-up documentation; if the termination is involuntary (for both hourly and management associates) must provide a copy of completed termination documents to the Regional People & Culture Manager for review; initiate processing final paycheck and follow through to ensure it is paid in a timely manner; coordinate with department head to ensure all OLS property issued to the associate is returned; conduct exit interviews
• Keep employee bulletin boards current and organized. Post memos pictures of employee events loss prevention materials and other appropriate OLS material.
• Read understand and follow all company policies and procedures; ensure compliance to OLS policies and procedures at hotel and adherence to company expectations and standards.
• Maintain regular attendance in compliance with OLS Standards as required by scheduling which will vary according to the needs of the hotel.
• Maintain high standards of personal appearance and grooming.
• Comply with OLS 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 evaluate complex information data etc. from various sources to meet appropriate objectives.
• Perform other duties as requested by management.

EXPERIENCE:

• Prior Experience:
  • 3 years of progressive Human Resources/People & Culture experience in a hotel or a related industry
• IT Expertise:
  • Advanced knowledge of computer software (including Microsoft Office outlook) and web analytics tools is preferred.

• Education:
  • 4-year college degree and at least 1 year of related experience; or a 2-year college degree and 2 or more years of related experience.
• Subject Expertise:
  • Demonstrate a working knowledge of all property safety and security procedures as required maintaining a secure and safe environment for employees as well as guests.
  • Report any unusual occurrences and/or request to Supervisor.
  • Read and abide by all the regulations and rules of conduct stated in the Associate Handbook.
  • Must be service oriented with excellent customer service and sales skills
  • Must be able to effectively communicate to guests management and coworkers and read write and understand the English language
  • Must be energetic and outgoing
  • Must possess excellent interpersonal and organizational skills
  • Must be able to follow directions with attention to detail speed and accuracy
  • Must be a team player with the ability to work under minimal supervision
  • Must be able to multi-task in a fast-paced work environment
  • Must be able to understand and work with basic financial information and solve basic arithmetic problems
  • Must be able to type 45 wpm and have the ability to input data and access information on the computer
  • Must have proficient working knowledge of Microsoft Office Opera; preferred.
  • Must be able to exercise confidentiality and discretion.

OTHER EXPECTATIONS:

• Abide by payroll policies procedures and rules of conduct as stated in the Springboard Hospitality Associate Handbook.
• Demonstrate a working knowledge of all company safety and security procedures.
• Travel required: As needed for hotel familiarization content creation shoots and to meet with colleagues.
• Hours Required: Must primarily work during Springboard Hospitality business hours Monday - Friday 8am - 5pm (PST) while understanding that the hotel business functions 24/7 and some weekend or holiday work may occasionally be required.

Benefits:

Springboard Hospitality offers an empowered working environment that encourages collaboration and flexibility. We offer a superior benefits package to employees who work 20 hours/week or more that includes:

Full Time Benefits

• Competitive Base Salary
• PTO
• Medical Dental Vision Life Pet Insurance
• 401K
• Costco Membership
• Bereavement Leave
• Management Contract Referral Program
• Education Assistance

Additional Per Position

• Employee Rates at all of Springboard Hospitalitys 35 Hotels
• Monthly Cell Phone Stipend
• Dry Cleaning Services
• Hotel Level Executive Bonus Program
• Retention Bonuses
• Lead Share Program
• Associate of the Month/Quarter & Company-wide Associate of the Year Programs
• Associate Referral Bonus Program

Springboard Hospitality Core Values:

• CONNECTED. We are plugged into people technology and the cutting edge of culture.
• INDEPENDENT. We are free-thinkers who embrace diversity and advocate for innovation.
• COLLABORATIVE. We are collaborative and believe that the best solutions are found by working hand-in-hand.
• PERSONALIZED. We are devoted to authentic human connection personalizing our approach to the guests and owners that we serve.
• DYNAMIC. We are analytic thought leaders who harness the power of data to maximize return on investment.

OLS Hotels & Resorts LLC dba Springboard Hospitality (Springboard) is an equal opportunity employer. Springboard provides equal employment opportunity for all associates and prohibits discrimination based on race color sex (including pregnancy childbirth breastfeeding and medical conditions related to pregnancy childbirth or breastfeeding) gender religious creed (including religious dress and grooming practices) marital status domestic partner status age national origin or ancestry physical or mental disability medical condition genetic information and characteristics sexual orientation gender identity or expression military or veteran status or any other basis protected under federal state or local laws. Springboard also provides reasonable accommodations for qualified applicants and employees with disabilities or medical conditions in accordance with applicable laws.