People & Culture Coordinator

People & Culture Coordinator

Mercure Hotel Suites & Apartments – Dubai Barsha Heights

1. Position Details

• Job Title: People & Culture Coordinator
• Department: People & Culture
• Reports To: Assistant People & Culture Manager / L&D Manager
• Location: Mercure Hotel Suites & Apartments, Dubai Barsha Heights

1. Job Purpose

To provide effective administrative and operational support to the People & Culture department, ensuring the smooth coordination of recruitment, onboarding, employee documentation, HR administration, employee engagement, and staff accommodation activities. The role supports the implementation of hotel policies and procedures, compliance with applicable UAE labour and immigration requirements, and the delivery of a positive employee experience in line with Mercure and Accor brand standards.

1. Key ResponsibilitiesA. Recruitment & Selection

• Coordinate the recruitment process in collaboration with department heads and the People & Culture Manager.
• Prepare and publish job advertisements through approved recruitment platforms, including Accor Careers and other authorised channels.
• Screen CVs, coordinate candidate shortlisting, and arrange interviews with the respective department heads.
• Conduct initial candidate screenings and coordinate interview schedules, assessments, and food trials where applicable.
• Prepare and process Manpower Requisition Forms (MRFs), Interview Evaluation Forms (IEFs), and other recruitment documentation.
• Coordinate the preparation and issuance of Letters of Intent (LOIs) and employment contracts, subject to the required approvals.
• Conduct employment reference checks and follow up on pending responses.
• Maintain an updated recruitment tracker and provide regular vacancy status reports to management.

B. Onboarding & Joining Formalities

• Coordinate pre-employment documentation and ensure all required documents are received before the joining date.
• Liaise with candidates and relevant internal stakeholders regarding visa applications, work permits, and employment formalities.
• Coordinate with the designated visa processing team to facilitate employment visa applications, status changes, and residence visa formalities.
• Arrange joining schedules and coordinate induction and orientation programmes for new Heartists.
• Ensure new joiners complete the necessary employment documentation and departmental joining formalities.
• Coordinate the preparation of employee ID cards, name badges, lockers, access cards, uniforms, and other joining requirements.
• Liaise with the relevant departments to arrange staff accommodation and transportation, where applicable.
• Maintain accurate records of new joiners and ensure timely completion of onboarding checklists.

C. HR Administration & Employee Records

• Maintain and update employee files, personal records, employment contracts, visa documents, and other confidential HR records.
• Ensure employee documentation is complete, accurate, properly filed, and accessible to authorised personnel.
• Prepare employment letters, certificates, memoranda, circulars, and other HR correspondence as required.
• Assist with the preparation and processing of contract amendments, employee status changes, and other employment-related documentation.
• Maintain accurate and up-to-date employee databases, manpower reports, and active staff lists.
• Monitor employee documentation expiry dates and coordinate timely renewals with the relevant stakeholders.
• Support the preparation of HR reports, departmental trackers, and management presentations.
• Handle employee information with strict confidentiality and in accordance with hotel policies.

D. Employee Relations & Heartist Engagement

• Assist with employee queries relating to HR policies, employment documentation, benefits, and general People & Culture matters.
• Support employee engagement activities, recognition programmes, celebrations, and internal communication initiatives.
• Prepare and circulate departmental announcements, staff communications, and event invitations.
• Assist in organising Heartist activities, cultural celebrations, employee gatherings, and hotel engagement events.
• Support the implementation of employee welfare initiatives and promote a positive workplace culture.
• Coordinate with department heads to facilitate effective communication between employees and management.
• Escalate sensitive employee relations matters to the People & Culture Manager for appropriate action.

E. Staff Accommodation Management

• Assist in coordinating staff accommodation allocations, room assignments, and employee movements.
• Maintain accurate accommodation occupancy records, rooming lists, and bed allocation trackers.
• Coordinate accommodation check-in and check-out formalities for new joiners and departing employees.
• Maintain inventories of accommodation furniture, linen, housekeeping supplies, lockers, and other assigned assets.
• Report maintenance requirements, damaged items, and accommodation-related concerns to the relevant departments.
• Support regular accommodation inspections and ensure records of findings and corrective actions are maintained.
• Assist with staff welfare matters and ensure accommodation arrangements comply with hotel policies and applicable requirements.

F. Attendance, Payroll & Employee Benefits Support

• Assist in monitoring attendance records, leave applications, overtime documentation, and employee movements.
• Coordinate with department heads and the payroll team to clarify discrepancies in attendance and employee data.
• Support the collection and verification of payroll-related documents within the assigned responsibilities.
• Assist in coordinating employee medical insurance enrolment, updates, and related documentation.
• Follow up on employee bank account details and other required payroll documents.
• Support the coordination of final settlement documentation and exit formalities for departing employees.

G. Learning, Development & Performance Support

• Coordinate training schedules, attendance records, and departmental training documentation.
• Assist in organising induction programmes and mandatory training sessions.
• Maintain training records and follow up with departments regarding outstanding training requirements.
• Support the coordination of probation reviews, performance appraisals, and employee development documentation.
• Assist in communicating training opportunities and learning initiatives to Heartists.

H. Separation & Exit Formalities

• Coordinate employee resignation documentation and follow up on the required departmental and management approvals.
• Assist with exit formalities, including clearance procedures, return of hotel property, and employee documentation.
• Coordinate with the relevant teams regarding visa cancellation and other employment-related formalities.
• Assist in preparing final settlement documentation and monitor the completion of outstanding clearance requirements.
• Arrange exit interviews where applicable and maintain accurate separation records.
• Ensure employee files and HR trackers are updated following the employee's departure.

I. Compliance, Policies & Brand Standards

• Support compliance with UAE Labour Law, applicable immigration requirements, and relevant hotel policies and procedures.
• Assist in maintaining HR documentation required for internal audits, inspections, and compliance reviews.
• Ensure all recruitment and employment documentation is processed through the appropriate approval channels.
• Maintain confidentiality and proper handling of employee personal information.
• Adhere to Mercure and Accor brand standards, values, and People & Culture procedures.
• Demonstrate the Heartist philosophy by treating colleagues with respect, fairness, and professionalism.

1. Qualifications & Experience

• Bachelor's degree or diploma in Human Resources Management, Business Administration, or a related field is preferred.
• Previous experience in Human Resources or People & Culture administration, preferably within the hospitality industry.
• Experience in recruitment coordination, onboarding, employee documentation, and general HR administration.
• Knowledge of UAE employment and visa-related procedures is an advantage.
• Proficiency in Microsoft Office applications, particularly Excel, Word, and Outlook.
• Familiarity with HR systems, recruitment platforms, and electronic document management systems is preferred.
• Good written and spoken English; additional languages are an advantage.

1. Key Competencies

• Strong organisational and administrative skills.
• Excellent written and verbal communication.
• Attention to detail and accuracy in documentation.
• Ability to manage multiple tasks and meet deadlines.
• Professional approach to confidential information.
• Good interpersonal skills and a service-oriented mindset.
• Effective coordination and follow-up skills.
• Ability to work collaboratively with different departments.
• Proactive attitude, flexibility, and willingness to learn.
• Commitment to employee welfare and continuous improvement.

1. Key Performance Indicators (KPIs)

Performance may be evaluated against the following indicators:

• Timely completion of recruitment and onboarding documentation.
• Accuracy and completeness of employee files and HR records.
• Timely follow-up on candidate references and pending employment documents.
• Accuracy and timely updating of manpower and recruitment trackers.
• Completion of employee joining and separation formalities within established timelines.
• Timely coordination of visa, insurance, and other employment-related documentation.
• Accuracy of staff accommodation records and inventories.
• Effective coordination of Heartist engagement and welfare activities.
• Compliance with hotel policies, approval procedures, and documentation standards.
• Responsiveness to employee and departmental queries.

1. Working Relationships

Internal:

• People & Culture Manager / Director of People & Culture
• General Manager and Executive Committee
• Department Heads and Supervisors
• Finance and Payroll
• Front Office and Security
• Engineering and Housekeeping
• Learning & Development
• IT and other relevant hotel departments

External:

• Recruitment agencies and candidates
• Government authorities and authorised visa processing representatives
• Medical insurance providers
• Training providers and other approved service partners

1. General Responsibilities

• Perform any other reasonable duties assigned by the reporting manager in line with the operational requirements of the hotel.
• Maintain professional conduct and a positive attitude when dealing with Heartists, candidates, management, and external stakeholders.
• Contribute to a supportive, inclusive, and respectful working environment.
• Uphold the values, service culture, and brand standards of Mercure Hotel Suites & Apartments and Accor.
• Support the continuous improvement of People & Culture processes and employee experience.

Pay: AED3,500.00 per month

Work Location: In person