HR & Administration Coordinator – Hospitality
Gian Hospitality Enterprises
Location: Melbourne, VIC – Primarily Remote / Hybrid with Hotel Site Visits
Employment Type: Full-Time
About Gian Hospitality Enterprises
Gian Hospitality Enterprises is a growing hospitality services business supporting hotel operations across Melbourne. We are seeking an organised, proactive and experienced HR & Administration Coordinator to join our team and support our growing workforce.
This is a primarily remote position, however the successful candidate must be Melbourne-based and available to attend hotel sites when required for onboarding, employee matters, meetings, training, documentation and operational support.
This is a hands-on role supporting the full employee lifecycle, from recruitment and onboarding through to HR administration, compliance, employee support and offboarding.
The ideal candidate will be comfortable working in a fast-paced, high-volume environment and managing multiple employees, managers and hotel sites simultaneously.
Key ResponsibilitiesRecruitment & Staffing
- Manage recruitment for housekeeping and hospitality positions across multiple hotel sites.
- Create and post job advertisements across recruitment platforms, including Indeed.
- Screen applications and conduct initial candidate interviews.
- Coordinate interviews with relevant managers.
- Maintain an active candidate database and recruitment pipeline.
- Assist management with workforce planning and urgent staffing requirements.
- Prepare employment documentation for successful candidates.
- Conduct reference checks where required.
Onboarding & Employee Administration
- Coordinate the complete onboarding process for new employees.
- Issue employment contracts and relevant company documentation.
- Collect, verify and maintain employee documentation and records.
- Conduct and maintain VEVO/right-to-work checks.
- Ensure employees complete all required forms, policies, inductions and acknowledgements prior to commencement.
- Coordinate hotel and site inductions and access requirements.
- Maintain accurate and up-to-date employee files and HR records.
- Monitor probation periods and follow up with managers when reviews are due.
- Process employee changes including position, location, hours and employment status.
HR & Employee Support
- Act as a point of contact for general employee HR enquiries.
- Support managers with employee performance and conduct matters.
- Assist with performance management documentation, warnings and employee correspondence.
- Coordinate probation and performance reviews.
- Assist with workplace investigations and disciplinary processes when required.
- Support employee engagement, retention and workplace culture initiatives.
- Maintain strict confidentiality when handling sensitive employee information.
- Assist management with HR policies, procedures and workplace documentation.
- Support the fair and consistent application of company policies across all hotel sites.
HR Compliance
- Maintain accurate records of employee visas and working rights.
- Monitor visa expiry dates and ensure ongoing right-to-work compliance.
- Maintain records of licences, certificates, training and other compliance requirements.
- Assist with workplace health and safety administration.
- Maintain records relating to incidents, injuries and return-to-work matters where applicable.
- Ensure HR documentation and employee records remain current and properly maintained.
- Assist management with compliance relating to relevant employment legislation, Modern Awards and company policies.
- Support hotel-specific compliance and documentation requirements.
Payroll & Timesheet Administration Support
- Assist with employee information required for payroll processing.
- Review and follow up on missing or incorrect timesheets where required.
- Maintain accurate employee commencement, termination and payroll change information.
- Liaise with payroll and accounts regarding employee changes, leave and other HR-related matters.
Offboarding
- Prepare and process employee resignation and termination documentation.
- Coordinate exit procedures and the return of company or hotel property.
- Update employee records and internal systems.
- Conduct exit interviews where appropriate.
- Ensure relevant departments and hotel managers are notified of employee departures.
General Administration
- Prepare HR letters, reports, spreadsheets and internal communications.
- Maintain HR trackers, registers and employee databases.
- Manage HR-related emails and correspondence.
- Organise meetings and maintain records where required.
- Assist with document control and filing.
- Prepare management reports relating to recruitment, staffing, employee documentation and compliance.
- Follow up with hotel managers and employees regarding outstanding documentation.
- Provide general administrative support to management and operations.
- Attend hotel sites across Melbourne when required to assist with HR and administrative matters.
About You
We are looking for someone who is highly organised, proactive, confident and capable of working independently.
The ideal candidate will have:
- Previous experience in HR, recruitment or HR administration.
- Experience in hospitality, hotel housekeeping, cleaning or another high-volume workforce environment is highly regarded.
- Strong experience with recruitment and employee onboarding.
- Experience conducting VEVO/right-to-work checks.
- A good understanding of Australian workplace practices and employment requirements.
- Strong administration and record-keeping skills.
- Excellent written and verbal communication skills.
- High attention to detail.
- The ability to manage multiple priorities, employees and deadlines.
- Confidence communicating with employees, hotel managers and senior management.
- The ability to handle confidential and sensitive information professionally.
- Strong computer skills and confidence learning HR and workforce management systems.
- The ability to work independently in a remote environment.
- Availability to travel to hotel sites across Melbourne when required.
- A current driver's licence and reliable transport is preferred.
The Right Person
This position would suit someone who enjoys being hands-on and involved in the day-to-day operation of HR, rather than someone looking for a purely administrative or office-based role.
You will need to be comfortable following up employees and managers, keeping systems and documentation up to date, solving problems independently and ensuring HR processes are actually completed across multiple sites.
Experience managing a large or high-volume workforce will be highly regarded.
What We Offer
- Primarily remote working arrangement.
- Full-time position with flexibility around remote work.
- Varied HR and administration role.
- Opportunity to work across multiple hotel operations.
- Exposure to recruitment, employee relations, compliance and workforce management.
- Supportive management team.
- Opportunity to grow with an expanding hospitality business.
- Opportunity for the role to develop as the business continues to grow.
How to Apply
If you are an organised, proactive and experienced HR professional who enjoys working in a fast-paced hospitality environment, we would love to hear from you.
Please apply through Indeed with your current resume and a brief cover letter outlining your relevant HR, recruitment and administration experience.
We are particularly interested in candidates who have experience working with high-volume recruitment, hospitality, housekeeping, cleaning or other large frontline workforces.
Pay: $59,303.54 – $102,538.39 per year
Work Location: Hybrid remote in Melbourne VIC
