Job Description

Exceptional Hospitality Starts with You

Picture yourself brightening someone’s day. When you join our Hotels team, that’s exactly what you’ll do every time you come to work! You are responsible for assisting with the administrative and clerical duties of the Human Resources department, management of team member files, support of the hiring process, onboarding of new hires, coordination of training activities, and so on. As HR & Learning Administrator, you’re not just providing support to HR department managers – you’re spreading the light and warmth of hospitality by delivering memorable experiences that make the stay for every guest.

Here’s what you’ll do during a typical day:

• Provide exceptional front office support: Welcome and assist guests, applicants, and team members with prompt, professional, and courteous service
• Support daily office operations: Provide administrative support such as word processing, data entry, filing, and copying to support HR department operations
• Manage communication: Handle phone calls, emails, mail processing, and meeting coordination
• Coordinate travel arrangements: Organize and manage bookings for HR department managers
• Support special projects: Assist with departmental initiatives or ad-hoc assignments

Learning and Development

• Responsible in the general administration of the Learning & Development - functions like tracking training activities/attendance, communications, coordination, scheduling, data entry, secretarial services, filing, ordering office/ training/ refreshment supplies)
• Provides administrational support to all the team members.
• Ensures that the training rooms are kept neat & tidy at all times and set according to the needs of the L & D Manager, Trainers, Coaches & Trainees prior to the commencement of the session & workshop
• Maintains spreadsheets to track training attendance of all team members both of Hilton University & instructor lead training and provides L & D Manager with weekly updates.
• Maintains & checks the individual training cards of the team members
• Updates the mandatory training checklist regularly.
• Briefs the new team members on the mandatory training checklist, as required.
• Follows up with new team members completion & submission of the mandatory training checklist within the 90 day of hire.
• Follows up with Interns completion & submission of the job skills checklist within the 45 day of hire.
• Prepares training materials, equipment, handouts, name tags & notes as required by the L & D Manager / Trainer prior to the scheduled training.
• Updates & maintains an effective & efficient filing system of all training documents, attendance sheets, test questionnaires, certificates & training calendars
• Ensures that all Learning & Development deadlines in terms of training reports, requirements & compliance are met and team members’ records are up to date.
• Checks & files all product knowledge quizzes/questionnaires.
• Checks & validates monthly training summary reports submitted by Department Coaches. Files & tracks reports for reporting purposes for the Coach of the Quarter & Coach of the Year confirmations of winners.
• Ensures training materials, tutor notes & handouts are updated & protected.
• Monitors & conducts routine follow ups for team members scheduled for training in order to maximize attendance & minimize absenteeism in training
• Responsible in ordering / raising PR for office, training, refreshment supplies.
• Responsible in setting up training rooms with refreshment & training materials.
• Responsible in cleaning, sanitizing & disinfecting the training room, tables, chairs, markers, clickers, laptop etc.
• Responsible in ordering refreshments/ cakes/ food items from Main Kitchen for some special & full day training like: Orientation; ReOrientation; Thrive@Hilton; ReInspiring, Train the Trainer Workshop & as specified by the L & D Manager.
• Facilitates training in Dhivehi, co-facilitates sessions and translations of material to Divehi if required.
• Checks training rooms for repair & maintenance & coordinates with Engineering & Housekeeping Teams.
• Compiles, files, updates & maintains training records, reports, attendance sheets, certificates & acknowledgements in the respective folders/files.
• Updates & maintains the Learning & Development Bulletin Board & other notice boards monthly & as required.
• To perform other duties that the Learning & Development Manager may from time to time require.

Human Resources

• Responsible for maintaining team member personnel files
• Ensure office supplies are kept on stock

Operations

• To keep up-to-date with the Stay Experience Score results and to seek to positively influence these results by following the CONRAD Brand Standards.
• Constantly strive to increase guest satisfaction through quality, creativity, range and value for money throughout the Resort in all facilities & services.
• Develops and implements property-wide strategies that deliver products and services to meet or exceed the needs and expectations of the brand’s target customer and property employees and provides a return on investment.
• Champions the brand’s service vision for product and service delivery and ensuring alignment amongst the property leadership team.
• Identifies and analyses operational challenges and facilitates the development of solutions to prevent reoccurrence.
• Ensure team member feedback is followed up, dealt with appropriately, and shared with the team regularly
• Ensure appropriate actions are executed to support any improvements resulting from Safety, QA audits or Area Support Team input
• Manage the integration of IT initiatives and use technology to enhance HR management information
• Ensure compliance with all statutory requirements and achieve Health and Safety targets and shares best practice across the organization

People

• Utilizes an “open door” policy to identify and address team member problems or concerns
• Fosters team member commitment to providing excellent service, participating in daily briefing meetings and models desired service behaviors in all interactions with guest and team members
• Commit energy and focus in being / becoming a great member for the team and providing a Great place to work (Heart of Hilton / Heart of House / Travel with Purpose) that allows team members to Thrive
• Communicates on a regular basis with departments, provides them with required formal reports and builds a cordial relationship directed towards a mutually beneficial on-going association

At Hilton, our core values define what it takes to succeed here and guide the qualities we look for in every team member:

A passion for spreading the light and warmth of Hospitality. Acting with Integrity and always doing the right thing. Inspiring others through Leadership. A belief that Teamwork drives the best outcomes. A sense of Ownership and accountability. And a focus on the Now, bringing urgency and discipline to every moment, knowing it can make a lasting impact.

In addition, this role requires the following minimum qualifications:

• Relevant work experience in human resources and administrative.
• Proficient in the use of the Microsoft Office suite.
• Demonstrates knowledge of fundamental labor laws and employment regulations, or exhibits a willingness to learn about them