Designation: HR Coordinator Purpose of the Job The HR Coordinator will support the HR Team by handling the administrative tasks related to benefits enrollment, leave of absence, updating employee data within the HRIS, and other HR-related administrative tasks such as invoicing. The Coordinator will be responsible for handling day-to-day administrative tasks efficiently, ensuring the accuracy of employee data and benefits records, and assisting in process improvement initiatives. The role requires an understanding of HR systems and processes, along with attention to detail in processing benefits and employee information. Responsibilities: Benefits administration: Assist with benefits enrollment and changes in the HRIS, completing forms for new hires, status changes, and terminations and coordinating contribution remittances of retirement plans in Canada and US. Ensure that employee benefits records are accurate and up-to-date in the HR system. Support the onboarding process by ensuring new employees are enrolled in the correct benefit programs and update the data in the HRIS as well as other benefits platform. Assist with the offboarding process for employees leaving the organization are properly terminated or transferred and update the data in the HRIS as well as other benefits platform. Process leave of absence requests (e.g., medical, maternity) by ensuring all necessary documentation is completed and submitted to vendors and update the data in the HRIS as well as other benefits platform. Handle basic benefits inquiries and direct more complex issues to the Benefits Advisor. Help with the coordination of benefits communications between employees and carriers, particularly with forms, claims, and status changes. Assist in the annual processes such as updating Benefits rates in the system, renewal of vacation and personal days in the system, send report to suppliers, etc. Collaborate with the Benefits Advisor to identify areas for process improvement within benefits administration and employee data management. Assist with the enrollment processes related to the waiting period for the benefits. Assist in reducing inefficiencies and errors by optimizing benefits-related workflows and administrative tasks. Work closely with the Benefits Advisor to ensure that benefits processes and documentation meet company standards, policies and compliance requirements. HRIS, HR processes and reporting: Maintain and update employee information in the HRIS, including vacation balances, benefits participation, personal details, and other information such as GL codes. Collaborate with the Benefits Advisor to ensure that the HRIS data is consistent and accurate across all employee records. Assist in generating reports for HR-related tasks, such as benefits usage, employee movement, and turnover. With a spirit of continuous improvement, work with HR team in conducting improvements within the system, including improvements in reporting. Assist the HR team in HRIS projects, including integration of new modules, etc. Assist in maintaining the updates and accuracy of documents and information in the employee portal. HR Administrative Support Reviews HR and Benefits invoices to ensure accuracy of charges and coordinate payments with Accounts Payable. Prepares reports for Finance to help reconcile HR costs/benefits. Prepares HR documents, including employment confirmation letters. Updates employee information in the Sparkbay engagement survey portal: new hires, terminations, employee movements. Manages administrative tasks such as updating the organizational chart, preparing the labor movement report, supporting the Benefits Advisor with the Seniority Recognition Program, ensuring proper organization and document management in shared drives, and maintaining a clean and orderly filing system for documents. Assists with annual processes linked to year end, for example T2200 form in Canada, sending tax documents to terminated employees, etc. Assists with communication-related tasks, including design and template creation, and ensures consistency across materials. Communications Exchange information with members of the HR Team, Benefits vendors, explain, discuss. Will respond to basic employee queries via the HR email address. Qualifications Degree in human resources Minimum of four (4) years experience in a similar position, including experience for Canada and US companies. Strong experience with HRIS systems (e.g., Ceridian Dayforce) for maintaining and updating employee information, benefits records, and leave balances. Knowledge of benefits programs in Canada and the United States, including retirement plans, medical, dental, and other benefit offerings is preferred Customer service mindset is a must. High level of attention to detail to ensure accurate data entry and maintenance of employee benefits records. Technical savvy and strong computer skills (MS Word, Excel, PowerPoint). Continuous improvement mindset. Ability to assist in identifying and implementing process improvements in benefits administration to reduce inefficiencies and errors Shows initiative, creativity, able to analyze situations and solve problems Ability to handle multiple tasks simultaneously and prioritize based on deadlines and urgency. Ability to communicate effectively both verbally and in writing in English Capable of working as part of a team, in a spirit of cooperation. High level of discretion and professionalism; able to handle highly sensitive and confidential information.
