Staff Services Coordinator ("Coordinador/a de Servicios al personal")

Description

POSITION PURPOSE 

A Staff Services 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 member's personnel files and the hiring process. This encompasses, but is not limited to, pre-screening, reference checks, Form I-9, 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 self-service 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 stand-ups
• 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, Temporary Disability Insurance, 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 Hospitality’s 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 he/she can intelligently answer questions to staff members he/she supervises and to obtain answers from Azul Corporate Office for any question about policies or benefits he/she cannot answer.
• 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 well-paced 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, 10-key adding machine, multi-line 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.
• Self-driven and able to work independently.

EDUCATION

• High school or equivalent education required.
• Bachelor’s degree preferred.

EXPERIENCE

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

LICENSES OR CERTIFICATIONS

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

GROOMING

All Staff Members must maintain a neat, clean, and well-groomed 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 hotel’s 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.

Qualifications