Human Resources Compliance and Housing Administrator

This role will be responsible for monitoring, implementing, and certifying regulatory HR compliance policies, practices, and procedures.

Human Resources Compliance and Housing Administrator

Job Overview

This role will be responsible for monitoring, implementing, and certifying regulatory HR compliance policies, practices, and procedures. You will provide compliance advice and verify any deficiencies or gaps are updated. You will regularly perform internal audits and spot checks on a wide variety of employment and benefits-related systems to ensure consistency and data requirements are being followed appropriately. You will develop reports to comply with various Labor Laws and Company Policy requirements as well as other requirements.

You will perform the complete range of day-to-day staff housing activities with on Property and Rental Housing, including repairs, maintenance and liaison, ensuring the ultimate in tenant satisfaction and comfort as well as the highest quality of unblemished and personalized service in accordance with the set standards, policies, procedures, principles and fundamental competencies of Waterloo Hotel Management Ltd.

 Duties and Supporting Responsibilities

• Identifies and tracks laws and regulations that might affect the organization’s policies, practices, and procedures
• Manages employee notifications (ex. Notice of Hire) and training as required by labor requirements. This includes reviewing appropriate training materials and modules to meet organization and compliance needs
• Compiles all compliance and mandates reporting requirements including those related to the Department of Labor
• Maintains in-depth knowledge of legal requirements related to day-to-day management of employees to manage risk and regulatory compliance
• Ensures that the labor and immigration law posters are updated as necessary and as required
• Ensures mandatory training is updated and completed for new hires and existing employees
• Leads all internal audits related to compliance audits
• Manages employee handbook updates as necessary
• Ensures all personnel records are maintained as per requirements
• Coordinate interview process
• Conducting appointment, termination (closing) and in-service procedures
• New employee orientation
• Compiling, sorting and generating periodic reports
• Scheduling and coordination training and orientation sessions
• Attendance and absent status management
• Maintain and Update Employee Personal Files
• Assist to coordinate Recruitment & Selection
• Management & data entries into HRMS
• Handle Employee Resignation, Exit Interview, Clearance, Closing Activation and Final Settlement as required
• Handle disciplinary matters and legal affairs -Authorized to sign all kinds of letters related with administrative activities & disciplinary procedures
• Performance Appraisal
• Confirmation, Promotion, Increment and associated matters
• Arrange all the event management issues for the office on different occasions such as: Employee of the month program, Birthday and Farewell Program
• Assist with the set-up of apartments for new arrivals, expatriates, and local team members, with strict adherence to policies, procedures, and check lists
• Prepare monthly and submit monthly rental house check request for payment
• Prepare monthly staffing utilities deduction to be emailed to employees
• Prepare monthly updated staff housing list
• Ensure that all standard furniture and appliances are placed into the apartment before the tenant occupies it and that the unit is immaculately clean

• Check the condition of the building and all electrical and plumbing before releasing the apartment as ready for occupancy
• Ensure that welcome supplies are placed in the apartment before the tenant takes up
• occupancy
• Uphold and maintain Staff Housing Policies and Procedures
• Review Staff Housing Policy with each new tenant, ensure understanding and have tenantsign off on the document provided for the purpose

• Assist with housing briefing for all new staff tenants
• Regularly inspect and monitor properties to ensure compliance by the tenants
• Respond promptly to tenants’ queries, complaints and requests for assistance and repairs and act effectively to resolve and rectify
• Prepare and follow up on Engineering Work Orders when necessary
• Maintain records of repairs and replacements for each unit with associated costs
• Keep tenants apprised of repair and maintenance schedules and timescales for completion
• Liaise with internal departments regarding housing related services, e.g. Housekeeping,Engineering, Landscaping, Laundry, etc. as and when necessary

• Maintain staff housing entry & exit inventories
• Check inventories with tenants before their departure; collect all loaned items such as apartment keys and advise Finance department if any are missing for deduction of cost from final pay settlement

• Maintain on-going records of tenancy and unit history
• Prepare and submit monthly reports of tenancy and costs of repairs and replacements
• Identify, recommend and review staff housing needs with Human Resources Manager
• Maintain positive & professional relationships with all other departments/sections and rapport with tenants and other team members while serving as an ambassador for the company

• Remedy any unsafe practices and conditions to the management and report the situation immediately to management

• Report any damage or maintenance problems to your supervisor immediately
• Report any misuse of equipment, misbehavior or breach of policies to your supervisor immediately

• Follow any given Resort policy without fail
• Perform any job-related duties assigned by your direct report or Managers

• Minimum of 3-5 years’ experience working HR or Administrative role
• Solid understanding of human resources policies and practices;
• Demonstrated ability to interpret and review significant amounts of data while working within multiple systems.
• Ability to research, understand and communicate complex and sometimes cumbersome labor laws.
• Ability to handle multiple responsibilities simultaneously with excellent organizational skills.
• Strong team player with the ability to serve as a business partner and provide both operational and strategic people focused solutions.
• Experience and competency in HRIS a must; proficient in MS Office and Excel.
• Great attention to detail, ability to work under deadlines in a fast-paced environment.
• Excellent written and oral communication and interpersonal skills required.