Starting rate of pay: $18.00 / hour

About Westgate Smoky Mountain Resort & Spa
Adjacent to Great Smoky Mountains National Park, the most-visited national park in the country, Westgate Smoky Mountain Resort & Spa in Gatlinburg, Tennessee, provides an amazing work environment with refreshing mountain breezes and spectacular views of the beautiful Great Smoky Mountains. As a member of the Westgate Smoky Mountain Resort team, you will meet and engage with guests who have arrived to enjoy all the Great Smoky Mountains have to offer and help them experience our world-class amenities such as the state-of-the-art Wild Bear Falls water park.

This position will report to the Director of Team Member Services ( HR ) and act as both a receptionist and administrative support to the Team Member Services (TMS) and Talent Acquisition (TA) teams. This position involves a high level of interaction with candidates, team members, and hiring managers, ensuring a welcoming and professional environment.  Key responsibilities include scheduling interviews, assisting with the onboarding process, acting as a translator when needed, handling inquiries, and performing various TMS/TA administrative tasks. The role demands excellent organizational skills, proficiency in MS Outlook, and a commitment to maintaining a positive candidate and team member experience. Additionally, this position is responsible for maintaining the reception area, adhering to confidentiality protocols, and assisting with recruitment and team member events. The ideal candidate will be a proactive, friendly, and detail-oriented individual who can efficiently facilitate the smooth running of the Team Member Services and Talent Acquisition offices.

Additionally, the person must possess and adhere to the following core company values:

• Integrity
• Passion
• Work Ethic

Essential Duties and Responsibilities: 

• Greet and welcome candidates, team members, hiring managers, etc., with a smile, demonstrating a friendly and professional attitude, and ensuring each candidate registers and completes the sign-in sheet.
• Facilitate smooth transitions by escorting team members or candidates to various areas.
• Assist TA and the Onboarding Coordinator in preparing information packets and catering for New Hire Orientation.
• Record New Hire Orientation attendance and enter training hours into the timekeeping system for each participant.
• Assist TA with scheduling candidate interviews using MS Outlook and sending proper communications (texts, emails, etc.) to confirm interviews.
• Assist the TA Onboarding Coordinator with the initial stages of the onboarding process for new hires, providing guidance as a liaison.
• Utilize TMS and TA systems, tools, and technologies such as ADP, SmartRecruiters, DocuSign, SharePoint, etc. to perform various tasks.
• Process TMS department invoices for payment.
• Schedule new Team Members for participation in benefits orientation.
• Prepare new and replacement name tags for Team Members.
• Distribute Let’s Chat reminders to members of leadership.
• Assist TMS with annual events such as TSAT surveys, benefits open enrollment, health fairs, biometric screenings, Foundation events, and monthly Town Hall meetings.
• Prepare state separation notices for TMS leadership signature and send them for each terminated Team Member within established guidelines.
• Act as a translator between candidates and recruiter and/or onboarding coordinator, as needed, with the application, onboarding and offer process, and new hire orientation.
• Assist internal and external candidates with the application process, including using kiosks and addressing any technical issues or questions related to the application or onboarding processes.
• Perform various TA and TMS administrative tasks such as answering phones, filing, data entry, and document organization related to the recruitment or onboarding process.
• Responsible for coordinating the pickup or mailing of paychecks for terminated Team Members.
• Assist the TA team with job fairs, internal hiring events, and other recruitment needs.
• Keep the reception area clean and organized, ensuring a professional and welcoming atmosphere.
• Adhere to security and confidentiality protocols when handling sensitive information.
• Monitor and maintain office supplies inventory, ensuring availability for the TA and TMS teams.
• Other duties as assigned.

Experience:

• 1-3 years of experience in a highly administrative role, preferably within a Human Resources or Talent Acquisition department.
• Demonstrated ability to deliver best-in-class service.
• 1-3 years of experience in a customer service role, showcasing strong interaction and communication skills.
• Intermediate proficiency in Microsoft Office tools, including Outlook, Word, Excel, and PowerPoint.
• Experience in the hospitality industry is highly preferred, reflecting the ability to manage high-volume, customer-focused environments.
• Proven experience working in a Talent Acquisition and/or Human Resource department, with a solid understanding of recruitment and onboarding processes.

Education & Certifications:

• One-year certificate from college or technical school; or three to six months related experience and/or training; or equivalent combination of education.

Skills/Knowledge:

• Bi-lingual in English and Spanish is required.
• Must possess good judgment and maintain a high level of discretion and confidentiality.
• Exhibits a professional demeanor, and strong work ethic, and is committed to excellence.
• Capable of managing multiple tasks simultaneously in a fast-paced environment.
• Must possess excellent interpersonal skills and work effectively with others.
• A relationship-builder with the ability to quickly engage and connect with others.
• Organized and a self-starter, with the ability to prioritize effectively.
• Comfortable asking for help in situations involving conflicting priorities within TMS and TA  departments.
• Exceptional communication skills and a strong customer service mindset.
• Ability to quickly learn new systems and processes

Why Westgate?

• Comprehensive health benefits – medical, dental and vision
• Paid Time Off (PTO) – vacation, sick, and personal
• Paid Holidays
• 401K with generous company match
• Get access to your pay as you need it with our Daily Pay benefit
• Family benefits including pregnancy, and parental leave and adoption assistance
• Wellness Programs
• Flexible Spending Accounts
• Tuition Assistance
• Military Leave
• Employee Assistance Program (EAP)
• Life, Disability, Accident, Critical Illness & Hospital Insurance
• Pet Insurance
• Exclusive discounts for Team Member (i.e., hotels, cruise, resorts, restaurants, entertainment, etc.) 
• Advancement & development opportunities
• Community Involvement Programs

Westgate Resorts is an Equal Employment Opportunity employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, protected veteran status, disability status or any other protected status under federal, state or local law. If you have a disability and believe you need a reasonable accommodation in order to complete your application or any part of the recruiting process, please email [email protected] with the job title and the location of the position for which you are applying.