People & Culture Coordinator

Company Description

Located on the coveted south shore of Maui in Wailea, Fairmont Kea Lani is Hawaiʻi’s only all-suite and villa luxury oceanfront resort. This newly transformed, distinctive property is located on the sunny shores of Polo Beach amongst 22 acres of tropical landscape, offering authentic Hawaiian cultural experiences and genuine personal service that embody the spirit of Aloha.

From full-moon staff hikes and beach clean-ups to appreciation luncheons and birthday holidays, our team provides endless opportunities to learn and grow in both your personal and professional development. Live and work in a place you love!

What is in it for you:

• Comprehensive benefits package (Medical, Vision and Dental) including extended benefits like; Basic life insurance, TDI and Long-Term Disability for regular Full-time and Part-Time employees
• Flexible spending account (FSA)
• 401(k) retirement savings plan and matching program
• Paid Vacation, holidays, personal and sick days
• Food & Beverage, Spa and on property specific discounts (venue and property specific discounts may vary)
• Wellness Offerings
• Employee benefit card offering discounted rates in Accor worldwide
• Learning programs through our Academies
• Opportunity to develop your talent and grow within your property and across the world!
• Employee Activities

Job Description

The People & Culture Coordinator serves as the face of the People & Culture department and the first point of contact for colleagues, leaders, candidates, and visitors seeking support throughout the colleague journey. As a highly visible ambassador of the department, this role is responsible for creating meaningful connections, delivering exceptional service, and fostering a welcoming environment that reflects the genuine warmth and spirit of hospitality for which Fairmont Kea Lani is known. Drawing upon the principles of our Aloha spirit, our Fairmont values the People & Culture Coordinator promotes a culture of respect, care, inclusivity, and collaboration in every interaction.

This role is ideal for a passionate people-focused professional who thrives in a fast-paced environment, demonstrates exceptional organizational skills, embraces technology, and manages multiple priorities with accuracy and professionalism. This role supports key People & Culture functions including colleague experience, onboarding, recruitment, learning and development administration, recognition, wellness initiatives, compliance, reporting, and HR systems administration.

Through meaningful interactions and operational excellence, the People & Culture Coordinator contributes to a positive workplace culture that reflects Fairmont Kea Lani's commitment to exceptional hospitality and colleague engagement

ESSENTIAL FUNCTIONS

Areas of responsibility will include and are not limited to the following:

Colleague Experience & Support

• Serve as the primary point of contact for colleague inquiries, ensuring the highest standards of service and timely follow-up.
• Answers a wide variety of inquiries from co-workers and from prospective employees, in person, via email, and over the telephone.
• Welcome colleagues to the People & Culture office and creates a positive, friendly and personalized service-focused experience.
• Provides guidance regarding policies, procedures, benefits, colleague programs, and available resources.
• Builds positive working relationships with colleagues across all departments.
• Support colleague engagement, recognition, wellness, and culture initiatives.
• Oversees the Employee Stay program
• Routinely attends department line ups to share updates and answer colleague questions
• Contributes to the improvement of the operation, making suggestions and actively participates in departmental communication meetings.
• Promotes and uphold Fairmont and the Aloha spirit values while fostering a positive workplace culture.

People & Culture Operations

• Coordinates the day-to-day administrative operations of the People & Culture department.
• Maintains confidential colleagues’ records and personnel files in accordance with company standards and legal requirements.
• Prepares correspondence, employment documents, reports, presentations, and departmental communications.
• Coordinates meetings, appointments, colleague events, and departmental activities.
• Maintains office supplies and ensures the People & Culture office operates efficiently and professionally.
• Oversees Employee Referral Program
• Prepares and oversees the execution of the Employee Engagement Survey

Systems, Reporting & Administration

• Maintains colleague information within HRIS, payroll, scheduling, learning, and other People & Culture systems.
• Tracks colleague lifecycle activities including new hires, status changes, transfers, leaves of absence, and separations.
• Generates reports and assist with tracking certification and licenses, performance management, training, policy renewal tracking, and workforce data.
• Ensures data accuracy and integrity across multiple systems and platforms.
• Utilizes technology to improve efficiency and support departmental objectives.
• Assist internally with other People & Culture and Payroll functions as required.
• Manages all office administration duties (office equipment, supplies, forms, orientation preparation) ensuring smooth paper flow and maintaining the orderliness of the office.
• Maintain a confidential filing system for employee files, correspondence, policies and standards.
• Administration of onboarding documents, files, nametags, and anything required for new hires.
• Maintain the administration of the Purchase Order process within People & Culture.
• Provide administrative support to the People & Culture Department with Colleague Relations, Benefits, Labor, Reporting, Training, Researching, Auditing, Data Input and compliance with the company’s policies and, State and Federal Laws.
• Supports i-9 Audit and process

Onboarding & Colleague Lifecycle Support

• Coordinates onboarding activities and ensure a welcoming and organized new hire experience.
• Supports orientation programs and new colleague communication.
• Process employment-related documentation including transfers, promotions, status changes, and separations.
• Assist with colleague recognition, service awards, and other colleague milestones.
• Support colleagues throughout various stages of their employment journey.

Compliance & Confidentiality

• Complies and maintains the highest level of confidentiality and professionalism in adherence to our company policies.
• Maintain a confidential filing system for employee files, correspondence, policies and standards
• Ensures compliance with company policies, employment laws, record retention requirements, and audit standards.
• Supports file audits, record reviews, and compliance initiatives.
• Assists with reporting requirements.
• Maintains accurate employment records and required legal documentation.
• Promotes and enforces health and safety awareness as well as to have a complete understanding of the emergency procedures.

Team & Hotel Support

• Provides administrative support to the People & Culture leadership team.
• Assists with recruitment coordination as needed.
• Supports training programs, engagement initiatives, colleague celebrations, and committee activities.
• Participates in community outreach, wellness, and social responsibility initiatives.
• Assists with special projects and other duties as assigned.
• Check with manager before leaving shift. Bring any concerns to the attention of the Manager on Duty.
• Comply with the company’s confidentiality policy.

Other:

Regular attendance in conformance with the standards, which may be established from time to time, is essential to the successful performance of this position. Colleagues with irregular attendance will be subject to disciplinary action, up to and including termination of employment.

Due to the cyclical nature of the hospitality industry, colleagues 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.

Upon employment, all colleagues are required to fully comply with Fairmont rules and regulations for the safe and effective operation of the hotel’s facilities. Colleagues who violate hotel rules and regulations will be subject to disciplinary action, up to and including termination of employment.

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:

• Additional duties as necessary and assigned.
• Cross-functional administrative support.
• Participation in hotel committees, events, and colleague programs.