People and Culture Administrative Assistant

The People and Culture Administrative Assistant will be the face of the People and Culture Office, providing support and administrative proficiency to the team in an efficient, courteous and professional manner while also assisting in overseeing the daily operations of the department.

What you will do:
Main Duties/Description:
1.    The ability to answer telephones and take messages for the People and Culture department adhering to Four Seasons standards.
2.    The ability to be proficient in typing skills so any correspondence (proposals, contracts, form letters, internal forms, etc.) on a computer can be performed as needed.
3.    The ability to proofread all correspondence prior to being given to manager for signature.
4.    The ability to learn new methods of using the computer and assisting other personnel in its upkeep and maintenance.
5.    The ability to process all mass correspondence and special mailings.
6.    The ability to maintain reader file for assigned managers. At the end of the month complete reader files should go to the Director of People and Culture for review, then be placed in permanent monthly reader file.
7.    The ability to maintain all employee files in accordance with established procedures and standards.
8.    The ability to ensure that all information regarding each employee is sent to the proper department on schedule in order to facilitate the proper handling of the staff.
9.    The ability to advise the Director of People and Culture when work assigned cannot be returned within a 24-hour period.
10.    The ability to maintain a friendly, caring and helpful attitude with clients, as well as all Hotel personnel.
11.    The ability to assist the employees in the absence of the Director of People and Culture, Learning and Development Manager, People and Culture Assistant Managers and Staff Housing Assistant Manager.
12.    The ability to open and handle the People and Culture Team’s email when requested.
13.    The ability to maintain the office in a neat and orderly manner in accordance with established guidelines and standards.
14.    The ability to assist in the preparation of reports as required by the Director of People and Culture, General Manager, or Finance.
15.    The ability to purchase supplies and collateral through proper purchasing and signature procedures.
16.    The ability to participate in scheduled meetings as requested.
17.    The ability to be punctual to scheduled work hours and follow proper payroll procedures.

Standard Duties:
1.    To provide a friendly and professional service that always exceeds employees’ expectations.
2.    To ensure you read the hotel’s employee handbook and have an understanding of and adhere to the hotel’s rules and regulations and in particular, the policies and procedures relating to Fire, Hygiene, Health and Safety.
3.    To undertake other duties and responsibilities which, while outside the normal routine, are within the overall scope of the position.
4.    To report for duty punctually wearing professional attire. To maintain a high standard of personal appearance and hygiene and adhere to the hotel and department personal appearance standards.
5.    To comply with local legislation as required.
6.    Prepare related paperwork and welcome pack for new hires.
7.    Organize medical appointments for new hires, visa renewal colleagues, etc.
8.    Prepare and assist medical insurance of the new joiners, dependents, etc.
9.    Assist with payroll maintenance for the People and Culture Team.
10.  Requires knowledge and the ability to operate computer equipment including word processing and spreadsheet software plus other systems (i.e. Bayan, Workday etc).
11.    Coordinate and book colleagues’ and/or dependents’ flight tickets.
12.    Maintain employment files and other records personally and through delegation in a detailed manner on paper and in the People & Culture computer system. 
13.    Maintain the organization and cleanliness of heart of the house areas: employee entrance, employee lockers, colleagues’ restaurant, colleagues’ lounge, corridors, notice boards and walls, TV screens, bus stop, smoking area.
14.    To maintain good working relationships with your colleagues and all other departments through working by The Golden Rule.
15.    To respond to any changes in the division as dictated by the needs of the industry, company or hotel.
16.    To be flexible and extend job duties to carry out any other reasonable duties and responsibilities within the job capability as assigned, including redeployment to alternative departments/areas if required, to meet business demands and guest service needs.
17.    Design and participate in salary surveys to provide an analysis and recommendation for salary and wage scales and ranges.
18.    Organize, supervise and participate in all employee wellness & recreation programs & events including Employee of the month, colleagues’ party, theme lunch & dinner, general meetings etc. 
19.    Build and maintain confidence & credibility within employees; understand the importance of being visible and has the ability to identify the general morale amongst employees
20.    Achieve positive/constructive feedback in the Employee Opinion Survey; address employee complaints & concerns in a professional & timely manner
21.    Demonstrate competence with People & Culture information systems
22.    Perform other tasks or projects as assigned by the Director of People and Culture.

Roles and Responsibilities from OHSAD:

1. Understand & cooperate with full compliance with hotel’s developed OSH policy, procedures & works instructions or action taken by management to protect employees or to comply with OSH requirements.  
2. Report to immediate supervisor any situation which they have reason to believe could present a hazard and which they cannot themselves correct;  
3. Report all OSH incidents, near misses, dangerous occurrences, unsafe act & conditions.  
4. Report all hazards & engage in communication & consultation activities.  
5. Not intentionally or recklessly interfere with or misuse anything provided (e.g. plant & machineries, PPE, etc.) at the workplace in the interest of health, safety and welfare.  
6. Participate in conduct of OSH related planning and implementation in order to achieve the hotel’s OSH objectives, targets & program.  
7. Handling, storage & disposal of hazardous materials as per MSDS.  
8. Attend OSH training, safety induction, on the job training, daily tool box talks, etc.  
9. Keep tools and equipment in good condition; inspect tools, plants, machineries and equipment for defect before use and report defects immediately to the supervisor.  
10. Follow all posted warning signs and safety instructions.  
11. Understand & be aware of OSH risks of the assigned work & necessary arrangements to perform the work safely.  

What you bring:

• A minimum of 1+ years of People & Culture experience (Admin or Coordinator) in hotel operations, preferably luxury hospitality or other service environments.
• Proficient in English (speaking, reading, writing)
• Excellent interpersonal, verbal, and written communication skills

What we offer: 
•    Competitive Salary, wages, and a comprehensive benefits package
•    Excellent Training and Development opportunities
•    Complimentary Accommodation at other Four Seasons Hotels and Resort
•    Complimentary Dry Cleaning for Employee Uniforms
•    Complimentary Employee Meals

•    and so much more!