Business Administration Specialist (HR & Finance)

About Four Seasons:

Four Seasons is powered by our people. We are a collective of individuals who crave to become better, to push ourselves to new heights and to treat each other as we wish to be treated in return. Our team members around the world create amazing experiences for our guests, residents, and partners through a commitment to luxury with genuine heart. We know that the best way to enable our people to deliver these exceptional guest experiences is through a world-class employee experience and company culture.
At Four Seasons, we believe in recognizing a familiar face, welcoming a new one and treating everyone we meet the way we would want to be treated ourselves. Whether you work with us, stay with us, live with us or discover with us, we believe our purpose is to create impressions that will stay with you for a lifetime. It comes from our belief that life is richer when we truly connect to the people and the world around us.

About the location:

People & Culture - Main Responsibilities:

Employee Experience:

• Ensuring that communication and motivation programs are administered effectively so that employees have direct access to management and quick resolution to their problems.
• Checking regularly on the safety, cleanliness and all staff facilities to ensure that standards are maintained or improved upon, where necessary.
• Ensuring that People & Culture policies are administered fairly and equitably to avoid any allegations of inequality or favoritism.
• Complete projects as and when they arise. Examples would be the implementation of Standards Training Manuals, Managers Training Passports, E Knowledge, and other extraordinary training initiatives based on the property’s specific needs.
• Assist with Social events co-ordination.
• Ensure that the cafeteria, employee entrance and lockers rooms are clean and orderly.
• Maintain and update bulletin boards in service area for sharing company information with all staff.

Recruitment:

• Recruit according to Four Seasons Hotels and Resorts standards and procedures.
• Check References on prospective recruits from previous employers.
• Produce written employment offers and particulars of employment, on instruction from selecting officer.
• Maintain contact with new employees during their introductory period, providing a reference point in the event of difficulties, and monitoring their training from an employee perspective.

Administration:

• Maintain current organisational charts, personnel statistics and records, wage and salary comparisons data, training programmes, disciplinary action and other documentation in accordance with Four Seasons Hotels and Resorts guidelines and local legislation and sound personnel management practice.
• Maintain up to date files for employees and leavers, ensuring that filing is completed in a timely and accurate fashion.
• Ensure a proper Payroll Inputs and coordinate with Payroll Master.
• Complete all payroll records for proper signature.
• Ensure the accurate input of employee data in the Human Resources system.
• Requisition general office supplies for the department, complying with Hotel policy on requisitioning, purchasing and issuing of such supplies.
• Conduct exit interviews.
• Run monthly, quarterly and annual reports from HR computer system.

Training:

• Participate in training and development activities in response to identified needs, where required.
• Ensure that all Training and Development programs include adequate techniques for ensuring that the learning has taken place and the training objectives have been achieved in line with the Investor In People criteria.
• Monitor and ensure compliance with workplace training for new hirers through the management of the Standards Training Programme.

Finance - Main Responsibilities

Administrative Functions

• Maintain alphabetical files by vendor containing complete invoices and backup attached to the cheques for efficient access after payment.  All filing is to be kept current.
• Ensure all payments are made correctly and with the correct authorization (approved PO), evidence of receipt, invoice or delivery slip and Accounts Payable stamp.
• Process all Accounts Payable invoices and manual cheques through the computer system.
• Complete wire authorization forms for wire transfer and ensure it is signed by two authorized signatories (from Groups A & B) and ensure all applicable backup supports the transfer.
• Verify and process Expense Reports and Petty Cash reimbursements ensuring compliance with key controls.
• Ensure all goods received and services provided, but not yet invoiced, are properly accrued and expensed and that the outstanding liabilities for other accruals are accurate and agree to all supporting documentation.
• Maintain a separate file for purchases of all operating equipment items (china, glass, silver and linen) and capital items under the direction of the Finance Manager.

Accounting Functions

• Verify that all invoices are supported by duly approved purchase orders when required, signed receiving documentation and/or the approval of authorized management personnel.
• Verify prices, quantities and extensions against purchase order as required, and initial the invoice when verified.  Bring any discrepancies to the attention of the Finance Manager.

Miscellaneous:

• To undertake other duties and responsibilities which, whilst outside the normal daily routine, are within the overall scope of the position, as assigned by the direct supervisor, department head or the Manager on Duty.