The HR Specialist is responsible for supporting the HR function through Benefits administration, recruitment support, employee onboarding and backing up payroll. Working closely with two HR Business partners and a Payroll specialist, this role ensures the smooth execution of the operational processes that sustain the employee lifecycle.

Key Responsibilities

BENEFITS ADMINISTRATION

- Enrollment & Employee Support: Administer new hire benefits elections and qualifying life event changes; serve as primary point of contact for all employee benefits questions, issues, and troubleshooting

- Disability Management: Manage short-term disability (STD) and long-term disability (LTD) claims; coordinate with employees, managers, and carriers throughout the leave process; ensure compliance with leave policies

- Vendor & Carrier Management: Coordinate with insurance carriers, brokers, and TPAs; manage vendor relationships and service level issues; support annual renewals and plan changes

- Invoice & Billing Management: Process and reconcile monthly benefits invoices; verify billing accuracy against employee census data; coordinate payment with finance/accounting; resolve billing discrepancies with vendors

- Benefits Data & Documentation: Maintain accurate benefits records in HRIS; create employee communications and resources; track participation rates and benefits metrics

- Onboarding & Offboarding: Present benefits orientation to new hires; process benefit terminations for departing employees; coordinate final deductions and retirement plan distributions

RECRUITMENT SUPPORT

- Hiring Manager Support: Collaborate with the recruiter to guide hiring managers and stakeholders through the recruitment process; provide timelines, information on required steps, and key milestones
- Job Posting and Sourcing: Partner with recruiter to post approved positions on internal and external sites; screen resumes; identify qualified candidates
- Interview Coordination: Work with recruiter, hiring managers, and HRBPs to schedule interviews; conduct initial interviews and gather feedback
- Approval and Follow-up: Prepare recruitment files for approval; submit for final sign-off and maintain timely communication with candidates and stakeholders
- Optimization: Maintain up-to-date trackers; promote referral program; support evaluation of job market tools

EMPLOYEE ONBOARDING

- Pre-Start Preparation: Coordinate with IT, PCS, and relevant departments to ensure equipment, system access, workspace, and pass are ready before first day
- Document Collection: Ensure all required employment forms and compliance documents are received, verified, and processed before first day
- Orientation Sessions: Schedule and facilitate orientation sessions covering company policies, culture, benefits, and key tools
- Manager and Team Coordination: Work with hiring managers to plan new hire's first week and integration into the team

PAYROLL BACKUP

- Serve as backup for payroll processing during absences or peak periods

- Process payroll changes including new hires, terminations, and compensation adjustments

- Assist with payroll reconciliation and resolve employee payroll inquiries

Support in various projects such as compensation and benefits-related project, annual review cycles or policy updates.

Key Internal contacts

- Head of Human Resources

- HR Business Partner Team

- Budget Sourcing Management Team

- Hiring Managers (across business lines)

- Division Heads

- Employees

- Paris HR Team

Key External contacts

- Staffing Agencies, candidates, benefits vendors

- Bachelor’s degree in Human Resources, Business administration or related field.

- Experience with benefits administration (enrolments, changes, vendor relations, employee support).

- Exposure to payroll processes and employee on-boarding

- High attention to detail and accuracy

- Autonomy and initiative

- Strong organizational and administrative skills; ability to manage multiple priorities

- Excellent communication and customer service mindset

- Discretion and confidentiality in handling sensitive HR information

- Problem-solving mindset and ability to follow processes with consistency and reliability

- Team-orientated, collaborative approach

- Comfort with HRIS Systems, data entry and maintaining employee records

- Knowledge of Canadian HR practices; familiarity with Quebec labor standards an asset

- Proficiency in MS Office, especially Excel

- Experience working with payroll and benefits platforms