People & Culture, Assistant

Company Description

Fairmont The Palm is a luxury, world-class resort located on the iconic Palm Jumeirah Island in Dubai. The hotel features 391 guest rooms and suites with dedicated Fairmont Gold rooms and lounge. A total of 11 food and beverage outlets on property offer international dining options including Michelin Guide recommended 2022 and 2023 Little Miss India, Frevo - Brazilian Churrasco experience, Seagrill Bistro, Ba Restaurant and Lounge, Blowfish, Flow Kitchen, The Cigar Room, Vuvuzela and others.

Fairmont The Palm also features an expansive pool and beach area with a health club, Serenity Spa Dubai - The Art Of Well Being and the Fairmont Falcons Kids’ Club.

• Consistently offer professional, friendly and engaging service.
• Assist in the day-to-day operations of the People & Culture department.
• Ensure the smooth flow of documents and obtain necessary signatures while maintaining compliance with hotel policies.
• Prioritize all telephone calls and in-person visitors, scheduling appointments as required.
• Provide all office administration duties such as written correspondence, mail, photocopying and ordering office supplies.
• Maintain confidential filing system for correspondence, policies, standards, regulations and various matters related to the office.
• Monitor and maintain the female lockers inventory, ensuring hygiene standards and assisting with quarterly pest control in coordination with the Housekeeping team.
• Assist Heartists in exit checklist, clearance, exit interview and resignation process.
• Ensuring the timely posting of pictures from heartist events on the appropriate communication channels.
• Process letter Requests from Heartists (Salary, Employment, Experience Certificates).
• Birthday Calendar, preparation and sending to all Heartists via email.
• Manage office supplies inventory and place orders when required.
• Assist and lead the P&C activities and events throughout the year, such as but not limited to, Townhall, sport events, cafeteria events, CSR activities, accommodation gatherings, national days…
• Assist in Organizing any Heartists’ recognition, such as weddings, birthdays, new born.
• Follow up on pending payments, open LPOs and ensure timely submission of debit/credit notes to Finance, while maintaining trackers and providing updates as required.
• Assist the Assistant Recruitment Manager in the onboarding process for new colleagues.
• Schedule and coordinate the Training Room for departmental needs, ensuring all logistics and resources are in place for training programs.
• Assist the L&D Manager with updating training trackers, creating posters, and following up on training attendance to ensure compliance with training plans.
• Support the L&D Manager with the Shukran nomination and voting process, ensuring fairness and timely communication.
• Assist the L&D Manager and Assistant Recruitment Manager with the end-to-end process of intern recruitment, onboarding, and offboarding, ensuring a smooth intern experience.
• Maintain accurate records of training hours delivered, both internal and external, and update reports as required.
• Support in preparing training materials, presentations, and e-learning content where necessary.

• Previous administration or People & Culture experience required
• Computer literate in Microsoft Window applications required, knowledge of Oasys is a plus
• University/College degree in a related discipline an asset
• Excellent communication and organizational skills
• Strong interpersonal and problem solving abilities, with a flexible attitude
• Strong work ethics and confidentiality
• Highly responsible, trustworthy and reliable
• Ability to work cohesively as part of a team, ability to display empathy at all times
• Ability to focus attention on Heartists needs, remaining calm and courteous at all times
• Open-minded, ready to assist outside of the working hours/days if anything occurs or if any event to attend