Ocean House Management
Human Resources Coordinator
A Place Unlike Any Other.
Perched high on the bluffs of Watch Hill, RI, the Ocean House overlooks a pristine stretch of private beach with sweeping views of the Atlantic Ocean, Montauk and Block Island. 2 1/2 hours from NYC and 1 1/2 hours from Boston. 49 luxury guest rooms, 20 signature suites and 7 private villa vacation homes. 12,000 square foot OH! spa. Over 10,000 square feet of indoor and outdoor meeting space. Up to 8 unique dining options during summer season.
A member of the exclusive Relais & Chateaux Collection and only one of five hotels in the United States that hold triple Five-Star with Forbes, Ocean House offers uncompromising service and world-class amenities, while paying homage to New England’s golden age of hospitality with timeless elegance and renewed civility.
Scope of Position
The Human Resources Coordinator supports and facilitates the human resources processes at all locations. This role provides administrative support to the HR functions as needed, including customer service, recordkeeping, file management, onboarding and HRIS entry.
Hourly Staff Schedule Requirements
All employees are kindly asked to understand that the property operation is 24 hours a day 7 days a week, inclusive of all holidays. While the company will make every attempt to create a work and life balance, all hourly paid team members may be asked to work extended shifts and additional days based on business demands. The more flexible you are the more you can learn, grow, earn.
Key Relationships
Internal: This role reports to the Assistant Director of Human Resources while also expected to interact with all stakeholders.
External: Various vendors, suppliers, event facilities, and other commonly used providers.
Key Responsibilities
Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
- Provide administrative support to the Human Resources team to include office coverage, answering phones, and handling associate inquiries.
- Maintain complete knowledge of and comply with all departmental/hotel/company policies/service procedures/standards.
- Work harmoniously and professionally with fellow associates while maintaining the upmost confidentiality of Human Resources.
- Assist in preparing approved new programs and /or policies as well as communicating across the company.
- Schedules meetings and interviews as requested.
- Onboard new hires and support international recruiting efforts through the onboarding and orientation process.
- Completes Forms I-9, verifies I-9 documentation and maintains I-9 files.
- Assist with the preparation of weekly, monthly, biannual, and annual reports relating to the HR function as needed.
- Responsible for completing employment verification requests.
- Makes photocopies; mail, scans and email documents; and performs other clerical functions.
- Files documents into appropriate employee files.
- Always maintain positive employee relations.
- Monitor and maintain cleanliness, sanitation, and organization of the Human Resources office.
- Maintain knowledge of all hotel services/features and hours of operation.
- Set up a workstation with necessary supplies and resource materials, ensuring confidentiality is always maintained and the department has an orderly and professional appearance.
- Complete supply requisitions and submit them to the Assistant Director of Human Resources for approval, stock office supplies upon receipt.
- Retrieve and distribute departmental mail.
- Maintain employee bulletin boards and updates on ADP employee home page.
- Prepare monthly employee birthday and anniversary lists and distribute.
- Assist in processing new hires and internal transfers by completing the appropriate forms.
- Ensure the timely completion of the termination process working with the appropriate stakeholders.
- Responsible for practicing, managing, and promoting OHM’s Mission and Values so that it becomes an intricate part of the everyday operation.
- Follow sustainability guidelines and practices related to Ocean House Collection’s sustainability programs
- Carry out any other duties which fall within the broad spirit, scope and purpose of this job description and which are commensurate with the role.
Required Job Knowledge and Skills
- Technical skills include proficient use with computers and software including MS Office - Word, Excel, PowerPoint, Outlook, Teams, Adobe Acrobat, and ADP.
- Have an excellent command of written and spoken English.
- Maintain a thorough understanding of the OHM Collections guidelines, rules and regulations, brand and operating standards, facilities, and services.
- Excellent problem resolution skills along with outstanding communication and active listening skills.
- Able to remain calm and objective when dealing with employee issues.
- Reliable and professional, always maintaining high ethical standards.
- A highly responsive, engaged, interactive and enthusiastic team member, capable of building strong positive relationships with employees.
- Ability to perform job functions with attention to detail, speed, and accuracy under pressure of tense/confrontational situations.
- Prioritize and organize tasks and work area
- Follow directions
- Work cohesively with co-workers as part of a team
- Maintain confidentiality of guest/employee information and pertinent hotel data
Education and Experience
- Associate’s degree or higher in human resources or related field and/or equivalent experience
- A minimum of two (2) years of experience in human resources or equivalent office setting.
- Experience in the hospitality industry, preferably in the luxury market, is highly desired.
- SHRM-CP or PHR credential preferred.