HR Operations Administrative Assistant & Coordinator in Orlando Office Complex at Marriott Vacations Worldwide

Date Posted: 6/23/2022

Job Snapshot

Job Description

Are you ready to grow your dream career while making others' vacation dreams come true? Marriott Vacations Worldwide is a world premier organization for Vacation Ownership with resorts at destinations around the globe. Join our team and help deliver unforgettable experiences that make vacation dreams come true.

Position Summary

*This position will be 100% on-site

ADMINISTRATIVE ASSISTANT

Provides organizational and administrative support to department(s) and its team members.  Enters and retrieves work related information contained in computer databases to update records, files, reservations, etc. Addresses inquiries from guests and associates via telephone and in person. Transmits information or documents using a computer, mail, or fax machine. Prepares letters, memos, and other documents using e-mail, word processing, spreadsheet, database, or presentation software. Processes incoming and outgoing mail. Creates and maintains computer and paper-based filing and organization systems for records, reports, and documents. Compiles, copies, sorts, and files records of departmental activities and business transactions. Processes Employee Resort Request forms and processes confirmations from employee waitlist matched.

COORDINATOR

Assist and support management and the leadership team with handling and resolving Human Resources issues. Assist employees with internal and external transfer requests and procedures. Monitor and assist managers/supervisors with hiring processes and issues. Coordinate and conduct applicant drug screens, reference checks, background checks, motor vehicle checks, and social security number verification. Maintain applicant flow, drug screen, orientation and transfer request logs. Create and maintain new hire and personnel files and enter them into Human Resources Information Systems. Assist with orientation of new employees.

Ensure accurate maintenance of all employee records and files (e.g., interview documents, I-9's). Support processing and maintenance of payroll records in accordance with policies and procedures, as necessary. Inform Human Resources management of issues related to employee relations within the division or property. Create and maintain filing systems. Generate Human Resources data reports as necessary Answer phone calls and record messages. Create and type office correspondence using computer. Serve as Human Resources subject matter expert and participate on project teams. Train new hires on Human Resources processes, programs, policies, information systems, etc.

GENERAL

Follow all company policies and procedures; ensure uniform and personal appearance are clean and professional; maintain confidentiality of proprietary information. Welcomes and acknowledges all guests according to company standards, anticipates and address guests’ service needs. Communicates with others using clear and professional language. Prepare and review written documents accurately and completely, and answer telephones using appropriate etiquette. Develop and maintain positive working relationships with others; support team to reach common goals; listen and respond appropriately to the concerns of other employees. Complies with quality assurance expectations and standards. Reports accidents, injuries, and unsafe work conditions to manager; and completes safety training and certifications. Stands, sits, or walks for extended periods or for an entire work shift. Move, lift, carry, push, pull, and place objects weighing less than or equal to 10 pounds without assistance. Perform other reasonable job duties as requested by Supervisors.



Specific Expected Contributions

Administration

  • Maintain confidentiality and security of employee and property records, files, and information.
  • Ensure accurate maintenance of all employee records and files (e.g., interview documents, transfers, I-9's, reference checks, Drug Free Workplace Policy (DFWP), applicant self-identification forms, department orientation check list).
  • Answer phone calls and record messages.
  • Create and type office correspondence using computer e.g. documents, reports and presentation creation.
  • Create and maintain filing systems.
  • Assist with the onboarding of new hires e.g. liaise with Senior Admins / line managers to identify office space, and open IT tickets new EIDs, access to systems (Office 365, Workday, Cherwell, JIRA etc.), folders, special team mailboxes or Teams sites, security badge, telephone etc.
  • Assist with research and reporting requirements as assigned.
  • Maintain HR office supplies and stationery; includes all purchasing and inventory control and vendor liaison e.g. Tchotchkes inventory for new hires, events, etc.
  • Assist with the annual end of year processes as required e.g. year-end accruals, stock reordering etc.
  • Provide support with both formal Associate Engagement activities, and HR department functions e.g. Welcome gatherings for new hires, birthday / anniversary celebrations etc.
  • Support with expenses and invoicing as required.
  • Coordinate live check distribution for OOC-based employees.

Assists Management

  • Schedule HR team meetings for HR leaders as required e.g. HR VO quarterly calls for the Americas, APEME, CALA, and Global Conference Calls / Town Halls.
  • Assist HR ELT with scheduling meetings as required.
  • Assist management in screening resumes, providing interview documentation and selecting new hourly hires using selection tools and systems.
  • Provide support for interview process as required.
  • Assist HR ELT with managing calendars and setting up adhoc events.

Talent Acquisition Team Support

  • Perform administrative tasks as requested in support of the Talent Acquisition Center of Expertise on an as needed basis, including regular daily checks of the HR fax machine for I9s.  Ensure I9s are scanned, password protected and emailed to TA Services.
  • Attend meetings and conference calls as requested.
  • Ensures appropriate drug test and background checks are completed and responsible for new hire Drug Testing, Chain of Custody forms.

HR Communications and Relations

  • First point of contact for the HR Department. Respond to questions, requests, and concerns from employees and management regarding company and Human Resources programs, policies and guidelines.
  • Inform Human Resources management of issues related to employee relations within the company or property.
  • Ensure posting all necessary legal or regulatory notices related to Human Resources in view of all employees as required by law.
  • Assist and support management and the leadership team with handling and resolving Human Resources Program issues.
  • Creates and orders site ID Cards.
  • Assist the New Hire On-boarding Coordinator as a back-up, conducts Orientation and assist with the administration, scheduling, and ensuring compliance with deadlines for completion.
  • Receive and distribute Service Awards/Benefit Materials/Posters.
  • Post Required Legal Posters/Information.
  • Point of contact for Kiosk Maintenance.
  • Point of contact for Time Clock Maintenance.
  • Point of contact for Spirit to Serve events and HR Engagement activities.

Communication

  • Answer telephones using appropriate etiquette including answering the phone within three rings, answering with a smile in one's voice, using the callers' name, transferring calls to appropriate person/department, requesting permission before placing the caller on hold, taking and relaying messages, and allowing the caller to end the call.
  • Prepare and review written documents (e.g., daily logs, business letters, memoranda, reports), including proofreading and editing written information to ensure accuracy and completeness.
  • Talk with and listen to other employees to effectively exchange information.
  • Speak to employees and co-workers using clear, appropriate and professional language.
  • Discuss work topics, activities, or problems with coworkers, supervisors, or managers discreetly and quietly, avoiding public areas of the property.
  • Point of Contact for the Change Management and Associate Experience and the Internal Communications teams.  Owns the notification process for HR team of changes.

Working with Others

  • Support all co-workers and treat them with dignity and respect.
  • Handle sensitive issues with employees with tact, respect, diplomacy, and confidentiality.
  • Develop and maintain positive and productive working relationships with other employees and departments.
  • Actively listen to and consider the concerns of other employees, responding appropriately and effectively.
  • Partner with and assist others to promote an environment of teamwork and achieve common goals.



Physical Tasks

  • Enter and locate work-related information using computers.
  • Move, lift, carry, push, pull, and place objects weighing less than or equal to 10 pounds without assistance.



Policies and Procedures

  • Maintain confidentiality of proprietary materials and information.
  • Follow company and department policies and procedures.
  • Protect the privacy and security of employees and coworkers.
  • Perform other reasonable job duties as requested.


Candidate Profile

Education

  • High school diploma/G.E.D. equivalent.

Experience

  • Proven experience as an HR Administrator required.
  • HR Administrative work experience would be an advantage.
  • Demonstratable experience using Microsoft Office 365, especially Word, Excel, Outlook, SharePoint, Teams.
  • No supervisory experience is required.

Skills/Attributes

  • Administration
    • Maintaining Confidentiality
    • Filing
  • Analytical Skills
    • Computer Skills
    • Learning
    • Decision-Making
  • Communications
    • Good written and verbal communication skills
    • Listening
    • English Language Proficiency
    • Applied Reading
    • Telephone Etiquette Skills
  • Computer Skills
    • Microsoft Office Skills
  • Interpersonal Skills
    • Customer Service Orientation
    • Diversity Relations
    • Interpersonal Skills
    • Teamwork
  • Organization
    • Multi-Tasking
    • Time Management
    • Detail Orientation
    • Planning and Organizing
  • Personal Attributes
    • Integrity
    • Dependability
    • Positive Demeanor
    • Presentation
    • Stress Tolerance
    • Adaptability/Flexibility
    • Initiative.


Marriott Vacations Worldwide is an equal opportunity employer committed to hiring a diverse workforce and sustaining an inclusive culture
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