Benefits Advisor & HRIS Specialist

Omnitrans Inc.; Montreal; Hybrid; CAD 65,000 - 85,000; Full time

Job summary

An international company is seeking a Benefits Advisor & HRIS Specialist to enhance employee experience through efficient benefits administration across Canada and the US. The role involves managing benefits inquiries, improving HR processes, and ensuring accurate HRIS data. Qualifications include a bachelor's degree in human resources and at least four years of experience. The position supports a hybrid work environment, providing a comprehensive benefits program and growth opportunities.

Benefits

24/7 telemedicine platform

Flexible working environment

Complete dental & medical insurance program

Annual healthcare expense coverage

Qualifications

• Minimum of four years’ experience in a similar position.
• Ability to communicate complex benefits information clearly.
• Capable of analyzing situations and solving problems.

Responsibilities

• Oversee the administration of employee benefits plans.
• Conduct educational sessions on benefits options for employees.
• Ensure HRIS data accuracy and maintain benefits communications.

Skills

Communication Skills

Attention to Detail

Customer Service Mindset

Organizational Skills

Education

Bachelor’s degree in Human Resources

Tools

HRIS Software

MS Word

MS Excel

MS PowerPoint

Job description

If you are looking for a positive work environment, a sense of belonging, purpose and happiness of human dimensions, where collaboration and continuous improvement are part of your day-to-day, and where you have a direct impact on the customer experience, you are at the right place !

Purpose of the Job

The Benefits Advisor & HRIS Specialist is responsible for the administration and communication of employee benefit programs in Canada and the United States, with a primary focus on enhancing the employee experience and developing efficient systems and processes for benefits management. The Advisor ensures the accuracy of information in the HR system and is responsible for communicating with employees, carriers, and other stakeholders on all benefits-related matters. The Advisor will lead the improvement of existing HR processes, work on developing templates, and actively participate in the Benefits annual renewals, wellness programs, and other employee benefits initiatives. The advisor is responsible overseeing (writing and issuing) all HR communications.

Responsibilities

Benefits administration :

• Oversees the administration of Canadian and US employee group benefits plans, ensuring compliance with legal requirements and company policies.
• Manages the benefits enrollment process, including new hires, status changes, and terminations. Transmits all information and documentation regarding group insurance benefits to employees (onboarding, change status, termination, etc.)
• Acts as the primary contact for employees regarding benefits inquiries, and provide guidance on group insurance, retirement benefits, and leave of absence. Meets with employees when onboarding and prior to their leave of absence (sick leaves, maternity, etc.) to discuss benefits processes, group insurance premium payments, and assist employees in completing forms.
• Oversee the process and communication flow between employees and benefits carriers. Work with employees to clarify and resolve any issues.
• Focus on streamlining and improving benefit-related processes, including reducing the back-and-forth with employees over form completion and ensuring accuracy in benefit claims.
• Develop and distribute clear and concise communications about benefits offerings, changes, and updates to employees, ensuring clarity and understanding and coordinate open enrollment campaigns, ensuring employees understand available benefits and how to make elections.
• Conduct educational sessions and create resources to help employees better understand their benefits options, including webinars, one-on-one consultations, and written materials.
• Prepare and present regular reports on benefits participation, claims utilization, and cost trends to HR and senior management and recommend areas for improvement.
• Serves as the primary liaison for insurance carriers and assists the HR Director with annual benefit renewals and program evaluations. Is the contact for the Group insurance Carriers.
• Administers the RRSP and 401k retirement plans, including employee enrolment and termination. Coordinates contribution payments and changes, as well as 401k loans.
• Leads the quarterly and annual reconciliation processes, audits and filings and ensures the HR coordinator manages the timely reconciliation of benefits invoices, submitting payments to Accounts Payable.
• Understands payroll functions and assists payroll administrator when required, including year-end reconciliations, adjustments and reporting. Coordinate some of the year-end processes with HR Coordinator to assist.
• Collaborates with the HR team to propose improvements to benefit processes and to optimize the employee experience in general.

HRIS, HR processes and reporting :

• Oversees and ensures the accuracy and integrity of HRIS data related to employees, benefits, including maintaining vacation balances and group benefits rates.
• Regularly audit HRIS data related to benefits, making corrections and updates as necessary to maintain accurate records.
• Leads the preparation and review of recurring HR reports (monthly, quarterly, and annual), including labor movement, turnover, vacation tracking, and recognition program eligibility.
• Leads efforts to improve the HRIS system, including developing templates and automating processes, and the various reports to maximize their automation, simplification, and efficiency. Develops reports related to benefits usage, labor movement, and turnover for management review.
• Guides and works with HR Coordinator in conducting improvements within the system and optimize administrative workflows.

HR Policies and Communications

• Oversees the onboarding and offboarding processes within the HRIS and improve the onboarding and offboarding processes. As well as the complete onboarding / offboarding processes in the HRIS.
• Is the main HR contact for employees and managers. Guides them through HR policies when needed, interprets, and provide guidance on all HR topics. Maintain a high level of communication with employees to ensure their trust and confidence in addressing HR-related concern.
• Conduct stay interviews with employees, as well as exit interviews. Propose improvements based on feedback.
• Responsible to prepare and issue HR documents, pertaining to employee movement (promotion, termination, etc.).
• Takes ownership of preparing, translating, and distributing HR, Benefits, and Payroll communications to employees in Canada and the US, ensuring clarity, accuracy, and consistency. Responsible to prepare, translate and send all HR, Benefits & Payroll communications to employees in Canada and US.
• Regularly reviews and updates HR policies, processes, employee movement reports, and the organizational chart, ensuring they are current and aligned with organizational goals.
• Responsible for ensuring continuous improvement to facilitate access to employee documents on electronic platforms. Works with the HR coordinator to implement and maintain documentation within the platform.
• Performs other HR tasks such as : responding to Statistics Canada surveys, subsidy requests, managing employee enrollment to the engagement survey, supporting the HR team in coordinating social events and activities.
• Coordinates Health and Safety initiatives, audits, and follow-ups, as the main point of contact with DR Conseil. Coordinates the first aiders’ certifications and any special supply requirement.

What you bring :

• Bachelor’s degree in human resources or Employee relations
• Minimum of four (4) years’ experience in a similar position.
• A customer-service mindset with a focus on enhancing the employee experience through benefits programs
• Excellent written and verbal communication skills, with the ability to communicate complex benefits information in an accessible and clear manner.
• High attention to detail to ensure the accuracy of HRIS data, benefits communications, and compliance-related documentation.
• Excellent organizational, interpersonal, and time management skills.
• Shows initiative, creativity, able to analyze situations and solve problems.
• 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.
• Technical savvy and strong computer skills (MS Word, Excel, PowerPoint).
• Proficiency in using HRIS software to manage and analyze employee data

What we offer :

• Be part of a well-established international company, combining 45 years of experience in Customs Brokerage & Logistics services.
• Have an impact on the growth of the company.
• A hybrid work environment with 2 days per week at the office.
• 24 / 7 telemedicine platform and an extra healthcare account expense.
• Have access to a complete insurance program of dental & medical services, a coverage of $500 / specialists / year.
• Grow your career in a reputable company.
• Work in a flexible company with an agile mindset.

LI-Hybrid

LI-SK1

Omnitrans is committed to creating and maintaining an accessible and inclusive work environment to eliminate discrimination based on age, skin colour, origin, religion, sex, sexual orientation and any other characteristic.

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