HR Coordinator

Job description

Pyramid Global Hospitality is a leading hospitality management company with a portfolio of more than 200 hotels and resorts and over 18,000 associates across the United States, Caribbean, and Europe. Our platform includes Benchmark Resorts & Hotels , a collection of distinctive independent properties; Axiom Hospitality , our European hotel management company; and PYRAMIDWORKS , which provides integrated workplace and facilities services. With corporate offices in Boston, The Woodlands, Texas, and London, Pyramid combines global scale with a hands-on approach focused on exceptional service, operational excellence, and long-term partnerships. At Pyramid, our people are at the heart of everything we do. We are committed to creating an environment where associates are respected, supported, and empowered to grow their careers. Team members have the opportunity to collaborate directly with experienced leaders, take on meaningful stretch assignments, and gain exposure to a diverse portfolio of properties, brands, and markets. Whether you are beginning your hospitality career or bringing years of experience, you'll find opportunities to learn, develop, and make an impact. Our commitment to associates, guests, owners, and the communities we serve has helped make Pyramid and our properties among the most recognized in hospitality. From being named among the best places to work by respected publications such as USA Today, The Boston Globe, and The Houston Chronicle to earning top travel accolades from Travel + Leisure, Condé Nast Traveler, Forbes Travel Guide, and U.S. News & World Report, these recognitions reflect the culture, service excellence, and commitment to people that define the Pyramid experience. About our property: Welcome to OKANA Resort and Indoor WaterPark. Located along the picturesque Oklahoma River in the vibrant Horizons District, near downtown Oklahoma City, OKANA Resort & Indoor Water Park offers exceptional career opportunities. Conveniently situated with a dynamic indoor waterpark, over 400 well-appointed guest rooms and suites, including premium riverfront accommodations, a range of dining options, and extensive meeting and event spaces spanning 30,000 square feet, OKANA provides a unique setting for a rewarding career journey. Shape your career in the heart of Oklahoma City at OKANA. Join us to contribute to our distinctive atmosphere and foster your personal and professional growth. Be a part of OKANA Resort & Indoor Water Park, where your career aspirations meet a world-class destination. #BMC-Okana What you will have an opportunity to do: Welcome to Pyramid Global Hospitality, where people come first. As a company that values its employees, Pyramid Global Hospitality is dedicated to creating a supportive and inclusive work environment that fosters diversity, growth, development, and wellbeing. Our commitment to a People First culture is reflected in our approach to employee development, employee benefits and our dedication to building meaningful relationships. Pyramid Global Hospitality offers a range of employment benefits, including comprehensive health insurance, retirement plans, and paid time off, as well as unique perks such as on-site wellness programs, local discounts, and employee rates on hotel stays. In addition, Pyramid Global Hospitality is committed to providing ongoing training and development opportunities to help our people build the skills and knowledge they need to advance their careers. Whether you are just starting out in the hospitality industry or are a seasoned professional, Pyramid Global Hospitality offers a supportive and collaborative work environment that encourages growth and fosters success, in over 230 properties worldwide. Join their team and experience the benefits of working for a company that values its employees and is committed to creating exceptional guest experiences. Check out this video for more information on our great company! Welcome to OKANA Resort and Indoor Water Park. Located along the picturesque Oklahoma River in the vibrant Horizons District, near downtown Oklahoma City, OKANA Resort & Indoor Water Park offers exceptional career opportunities. Conveniently situated with a dynamic indoor waterpark, over 400 well-appointed guest rooms and suites, including premium riverfront accommodations, a range of dining options, and extensive meeting and event spaces spanning 30,000 square feet, OKANA provides a unique setting for a rewarding career journey. Shape your career in the heart of Oklahoma City at OKANA. Join us to contribute to our distinctive atmosphere and foster your personal and professional growth. Be a part of OKANA Resort & Indoor Water Park, where your career aspirations meet a world-class destination. #BMC-Okana What are we looking for? About the Role The Human Resources Coordinator performs clerical, administrative, and operational Human Resources duties to ensure the accurate and timely processing of personnel information and provide exceptional support to employees, applicants, leaders, and the Human Resources team. Duties may include processing applications for employment, maintaining employee benefit records and personnel files, supporting onboarding and orientation, answering phones, responding to general inquiries, preparing reports, assisting with payroll-related processes, coordinating schedules and events, maintaining HR documentation, and preparing other materials necessary for the effective operation of the Human Resources Department. This individual must be personable, professional, organized, approachable, and service-oriented, as the HR Coordinator regularly interacts with employees throughout the resort, department leaders, applicants seeking employment, new hires, vendors, and other business partners. The HR Coordinator is expected to demonstrate professionalism, confidentiality, sound judgment, attention to detail, and a strong commitment to a People First culture. Availability: Must have flexible availability Monday - Friday (and on weekends if needed for Engagement Events). Typical schedule will be 8:00AM - 4:30PM, CST with the engagement / community efforts be willing to be flexible for office needs. What You Will Be Doing Employee & Applicant Support • Greet applicants, employees, leaders, and visitors to the Human Resources Department in a professional and welcoming manner. • Handle incoming and outgoing telephone calls and appropriately route inquiries. • Respond to general HR questions and appropriately escalate matters requiring HR leadership review. • Screen applicants and assist with the recruitment and selection process. • Assist candidates throughout the application, pre-employment, and onboarding processes. • Maintain a professional, welcoming, and service-oriented HR environment. • Type, draft, proofread, and edit written correspondence and other HR communications. Personnel Records & Compliance • Maintain accurate personnel files for active and terminated employees in accordance with company record-retention requirements. • Establish and organize new employee personnel files. • Maintain Form I-9 records and support ongoing I-9 compliance. • Monitor applicable Affirmative Action applicant flow records and related documentation. • File HR documentation and maintain organized electronic and physical records. • Copy, scan, fax, and distribute documents and materials as required. • Protect confidential employee, medical, compensation, investigation, and business information. • Assist with periodic HR file and documentation audits. • Support HR leadership with compliance-related documentation and reporting. Recruitment, Pre-Employment & Onboarding • Process employment applications and assist with applicant screening. • Coordinate interviews and candidate communication as assigned. • Assist with background checks and other required pre-employment processes. • Monitor candidates throughout pre-boarding and communicate outstanding requirements. • Prepare new-hire orientation packets and assist with orientation setup and facilitation. • Ensure required new-hire documentation is collected and appropriately maintained. • Coordinate with hiring managers regarding onboarding status and employee start information. • Support new employees with HR systems, required forms, policies, and general employment questions. HRIS & Personnel Actions • Enter, update, and maintain employee information within Workday and other HR systems. • Support processing of employee status changes, transfers, promotions, compensation changes, secondary assignments, and other approved personnel actions. • Review HR documentation for completeness and accuracy before processing. • Assist with active employee rosters, HR reports, departmental trackers, and data audits. • Identify missing, duplicate, or inaccurate employee information and assist with corrections. • Escalate HRIS issues and discrepancies to HR leadership when necessary. Payroll & Administrative Support • Provide administrative support for payroll-related processes as assigned. • Distribute payroll-related materials when applicable and authorized. • Prepare reports, schedules, correspondence, events, and other HR materials. • Order and maintain Human Resources office supplies. • Maintain the HR work area in a clean, professional, confidential, and organized manner. • Attend mandatory meetings, training sessions, and departmental meetings. • Complete other duties as assigned by the supervisor, including cross-training in appropriate HR functions. Uniforms, Nametags & Employee Resources • Arrange uniforms for employees in accordance with Company standards. • Receive incoming uniform orders and properly place items into inventory. • Assist with maintaining accurate uniform inventory. • Educate employees regarding appropriate uniform care and Company expectations. • Process employee nametag requests. • Issue employee lockers and/or locks when applicable. • Maintain appropriate records related to uniforms, lockers, nametags, and other employee-issued materials. Employee Relations & Attendance Support • Serve as an approachable first point of contact for employees seeking routine HR assistance. • Receive employee concerns professionally and promptly escalate employee-relations matters to the HR Manager and/or Director of Human Resources. • Assist HR leadership with preparing documentation, meeting materials, timelines, and supporting information for employee-relations matters. • Support attendance documentation and tracking processes. • Assist managers with accessing current HR forms, templates, policies, and procedural resources. • Maintain professionalism, discretion, neutrality, and confidentiality when handling sensitive workplace matters. • Ensure concerns involving harassment, discrimination, retaliation, workplace safety, accommodations, protected leave, or other potentially high-risk matters are immediately escalated to HR leadership. Benefits & Employee Support • Maintain employee benefit records and related documentation as assigned. • Provide employees with general information regarding available benefit resources and enrollment processes. • Assist employees with navigating appropriate benefits systems and resources. • Support administrative coordination associated with leaves of absence and return-to-work processes as directed by HR leadership. • Escalate eligibility determinations, accommodations, protected leave questions, and complex benefits matters to the appropriate HR or benefits representative. Engagement, Events & Employee Experience • Assist in planning and coordinating employee social events, recognition activities, celebrations, and engagement initiatives. • Monitor employee incentive and recognition programs. • Assist with employee engagement surveys and participation initiatives. • Support employee appreciation programs and campus events. • Assist with developing flyers, signage, communications, presentations, and other employee-facing HR materials. • Support HR-led initiatives that strengthen employee engagement, recognition, communication, and workplace culture. Safety & Workplace Standards • Immediately report observed unsafe conditions, hazards, injuries, or safety concerns through the appropriate Company reporting process. • Follow established safety practices and Company procedures. • Maintain awareness of workplace safety expectations while supporting employees and leaders. • Participate in required safety and compliance training. • Maintain a clean and organized work environment that protects confidential employee information. Qualifications Required • High school diploma or equivalent. • 3 + Previous administrative, Human Resources, hospitality, customer service, or related professional experience. • Strong organizational and time-management skills. • Excellent written and verbal communication skills. • Ability to maintain confidentiality and exercise discretion with sensitive information. • Strong attention to detail and commitment to accuracy. • Ability to manage multiple priorities in a fast-paced environment. • Professional and personable interpersonal skills. • Strong internal customer-service orientation. • Extremely Proficiency with Microsoft Outlook, Word, Excel, PowerPoint, Teams, and similar business applications. • Ability to learn and effectively utilize HRIS, applicant-tracking, learning-management, and other HR technology platforms. Preferred • Associate's or bachelor's degree in Human Resources, Business Administration, Hospitality Management, or a related field. (Preferred) – Minimum of High School Diploma Required. • 2-3 One or more years of Human Resources or HR administrative experience. • Experience with Workday or a comparable HRIS. • Experience with I-9 documentation and employment recordkeeping. • Hospitality, resort, entertainment, waterpark, or other high-volume operational experience. • Experience supporting recruitment, onboarding, benefits, employee engagement, or HR compliance. • SHRM or HRCI certification, or an interest in pursuing professional HR certification. • Bilingual communication skills are a plus. Core Competencies • People First Service: Creates a welcoming and supportive experience for applicants, employees, and leaders. • Confidentiality: Protects sensitive employee and organizational information and understands the responsibility associated with working in Human Resources. • Professionalism: Demonstrates maturity, respect, sound judgment, and appropriate workplace communication. • Accuracy: Produces complete, timely, and reliable HR documentation and data. • Accountability: Takes ownership of assigned responsibilities and consistently follows through. • Communication: Communicates clearly, respectfully, and professionally while recognizing when matters require escalation. • Organization: Effectively manages competing priorities, deadlines, employee records, follow-up activities, and administrative responsibilities. • Collaboration: Establishes productive relationships with HR colleagues, employees, managers, and leaders throughout the property. • Judgment: Understands the scope of the HR Coordinator position and recognizes when HR leadership involvement is required. • Adaptability: Remains effective and composed in a fast-paced hospitality environment with changing operational priorities. • Integrity: Demonstrates ethical conduct and consistency when handling HR responsibilities. Scope of Authority The Human Resources Coordinator is a key operational member of the Human Resources Department and is entrusted with confidential employee information and important HR processes. The position operates within established Company policies, procedures, approval requirements, and the direction of the HR Manager and Director of Human Resources. The HR Coordinator may provide routine procedural assistance, process approved HR transactions, coordinate administrative activities, maintain documentation, and support employees and leaders with established HR processes. The HR Coordinator does not independently make final determinations regarding employee investigations, harassment or discrimination complaints, accommodations, protected leave eligibility, compensation exceptions, final corrective actions, involuntary separations, policy exceptions, or other significant employee-relations matters unless specifically authorized by HR leadership. These matters must be promptly escalated to the HR Manager and/or Director of Human Resources for review and direction. Measures of Success Successful performance in this role includes: • Accurate and timely HR transactions and employee records. • Strong I-9 and personnel-file compliance. • Timely candidate and new-hire processing. • Organized and effective orientation support. • Accurate HRIS data and reporting. • Responsive and professional employee service. • Appropriate confidentiality and handling of sensitive information. • Effective support of employee engagement and recognition initiatives. • Consistent follow-through on assigned responsibilities. • Appropriate escalation of employee-relations and compliance concerns. • Positive collaboration with employees, leaders, and the Human Resources team. Work Environment This position operates within a dynamic resort and hospitality environment and requires frequent interaction with applicants, employees, managers, and senior leaders across multiple departments. The HR Coordinator must be comfortable balancing administrative responsibilities with frequent employee interaction, changing priorities, deadlines, confidential matters, and operational needs. The position may occasionally require scheduling flexibility to support orientations, employee events, engagement activities, training programs, meetings, or other business needs. Physical Requirements The position primarily involves office-based work with regular computer and telephone use. The employee may also be required to walk throughout the property, attend meetings and employee events in various locations, stand for periods of time, and occasionally lift or transport standard office, uniform, orientation, or event materials. Equal Employment Opportunity OKANA Resort & Indoor Waterpark and Pyramid Global Hospitality are committed to providing equal employment opportunities in accordance with applicable federal, state, and local requirements. Employment decisions are based on legitimate business considerations and job-related qualifications without unlawful discrimination. Job Profile Acknowledgment This job profile describes the general nature and level of work performed by individuals assigned to this position. It is not intended to represent an exhaustive list of every responsibility, duty, qualification, or working condition associated with the position. Responsibilities may be modified, added, or reassigned based on operational and business needs. Compensation: $ - $ Pyramid Global Hospitality is an equal opportunity employer. We celebrate diversity and are committed to creating an inclusive environment for all employees. Actual compensation packages are based on a wide array of factors unique to each candidate, including but not limited to skill set, years & depth of experience, certifications and specific office location. This may differ in other locations due to cost of labor considerations.